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RETURN BIDS TO: Title - Sujet RETOURNER LES SOUMISSIONS À: OCFC2 - Draft RFP Bid Receiving - PWGSC / Réception des Solicitation No. - N° de l'invitation Date soumissions - TPSGC W8486-137549/D 2016-06-23 11 Laurier St./ 11, rue Laurier Client Reference No. - N° de référence du client GETS Ref. No. - N° de réf. de SEAG Place du Portage, Phase III W8486-137549 PW-$$PR-756-71132 Core 0B2 / Noyau 0B2 Gatineau, Québec K1A 0S5 File No. - N° de dossier CCC No./N° CCC - FMS No./N° VME Bid Fax: (819) 997-9776 pr756.W8486-137549 Solicitation Closes - L'invitation prend finTime Zone at - à 02:00 PM Fuseau horaire Eastern Daylight Saving on - le 2016-08-05 Time EDT LETTER OF INTEREST F.O.B. - F.A.B. LETTRE D'INTÉRÊT Plant-Usine: Destination: Other-Autre:
Address Enquiries to: - Adresser toutes questions à: Buyer Id - Id de l'acheteur Benoit, Patrick pr756 Telephone No. - N° de téléphone FAX No. - N° de FAX (613) 864-9886 ( ) ( ) - Destination - of Goods, Services, and Construction: Destination - des biens, services et construction:
Specified Herein Précisé dans les présentes
Comments - Commentaires
Instructions: See Herein
Instructions: Voir aux présentes
Vendor/Firm Name and Address Raison sociale et adresse du fournisseur/de l'entrepreneur Delivery Required - Livraison exigée Delivery Offered - Livraison proposée See Herein
Vendor/Firm Name and Address Raison sociale et adresse du fournisseur/de l'entrepreneur
Telephone No. - N°de téléphone Facsimile No. - N° de télécopieur Issuing Office - Bureau de distribution Name and title of person authorized to sign on behalf of Vendor/Firm Clothing and Textiles Division / Division des vêtements et (type or print) des textiles Nom et titre de la personne autorisée à signer au nom du fournisseur/ 11 Laurier St./ 11, rue Laurier de l'entrepreneur (taper ou écrire en caractères d'imprimerie) 6A2, Place du Portage Gatineau, Québec K1A 0S5
Signature Date
Page 1 of - de 1 Operational Clothing and Footwear Consolidated Contract (OCFC2) Request for Information (RFI) on a draft Request for Proposal (RFP)
1. Preface Canada is seeking feedback from industry with respect to a draft RFP for OCFC2.
2. Objective of the RFI
The objective of this consultation is to obtain feedback from the industry to improve the actual RFP. The industry is invited to provide comments and suggestions on any part of the draft RFP and to answer to questions raised by Canada. Feedback from industry will be used to validate the Government of Canada’s current knowledge base and finalize the forthcoming OCFC2 Request for Proposal (RFP).
3. Background The Defence Renewal initiative announced in October 2013 re-confirmed the commitment of the Department of National Defence (DND) to find efficiencies in its business processes and offer the potential for improvements in materiel and inventory management without the need for DND to develop these capabilities in house. OCFC2 builds on the existing Consolidated Clothing Contract (C3) model operating in DND today for dress and occupational / environment uniform commodities, offering assurance of a tried and proven business model which has evolved through the last 20 years. For all items stipulated under contract, a prime vendor will be responsible for their acquisition, as well as inventory and distribution management and other services. This managed clothing solution (MCS) provides for the opportunity to develop a direct delivery system between the contractor and the individual military member for some items managed under the contract. Canada expects that the OCFC2 will allow for lower contract management and administrative overhead, lower inventory, improved acquisition cycles, improved response times for corrective actions and product improvement while allowing the apparel, textile and footwear industries to remain competitive, innovative and responsive.
4. Nature and Format of Responses Requested
(a) Respondents are requested to provide answers to the questions attached to this introduction letter, make comments, raise any concerns and/or make recommendations on the draft RFP. Respondents are also requested to explain any assumptions made in their responses.
(b) Responses to the questions should be submitted separately from any comments provided.
(c) Responses should include the name of the respondent firm and the contact person in the event that Canada determines that clarification or additional information is required.
5. Nature of Request for Information (RFI) (a) This RFI is an industry consultation document intended to solicit feedback from industry with respect to the matters described in this RFI. This is not a bid solicitation. (b) This RFI will not result in the award of any contract, nor will this RFI result in the creation of any source list, therefore, whether or not any potential supplier responds to this RFI will not preclude that supplier from participating in any future procurement. Also, the procurement of any of the goods and services described in this RFI will not necessarily follow this RFI. This RFI is not considered as an authorization by Public Works and Government Services Canada (PWGSC) to undertake any work that would result in costs to Canada.
6. Response Costs The Government of Canada assumes no responsibility or obligation with respect to the cost of preparing a response to this RFI. Canada will not reimburse any respondent for expenses incurred in responding to this RFI.
7. Treatment of Responses
(a) Use of Responses: i. Responses will not be formally evaluated. However, the responses received may be used by Canada to modify procurement strategies or any draft documents related to this RFI. Canada will review all responses received by the RFI closing date. The Government of Canada may, at its discretion, review responses received after the RFI closing date. ii. Canada reserves the right to hire any independent consultant, or use any Government resources, which it deems necessary to review any response. iii. Written responses will become the property of Canada and will not be returned. Canada may use, reproduce or translate, in whole or in part, in any material form, the responses.
(b) Confidentiality: i. Respondents should mark any portions of their response that they consider proprietary and confidential. Respondents must show why the information is confidential. Canada will treat the information as confidential, to the extent permitted by the Access to Information Act, if Canada agrees with the confidential nature of the information.
(c) Follow-up Activity: i. Canada may, in its discretion, contact any respondents to follow up with additional questions or for clarification of any aspect of a response.
8. Official Languages Responses to this RFI may be in either of the official languages of Canada.
9. Content of this RFI Department of National Defence / Canadian Armed Forces requirements remain preliminary. Respondents should not assume that requirements will be / not be added to any bid solicitations that are ultimately published by Canada. Nor should respondents assume that any of the clauses or requirements will be deleted or revised.
10. Enquiries (a) All enquiries and communications with Canada regarding this RFI must be directed to the Contracting Authority, preferably on or before the closing date of the RFI, by email to the Contract Authority at: [email protected]
(b) Because this is not a bid solicitation, Canada will not necessarily respond to all enquiries.
11. Industry Engagement Sessions As part of the industry engagement process, Canada will hold one-on-one confidential discussions. These sessions will be held in person, in the National Capital Region of Canada, or by teleconference at a time and location to be determined, once the number of interested individuals is known. In order to accommodate administration and scheduling, suppliers interested in attending a one-on-one meeting are asked to confirm their interest by email at [email protected] no later than July 15th, 2016. Late requests and/or last minute request for a one-on-one meeting will be accommodated subject to administration and scheduling constraints.
12. Submission of Responses – Closing Date Please submit your written response to this RFI by email to the Contracting Authority at: [email protected] by August 5, 2016.
13. Fairness Monitor (a) Respondents are advised that Canada will utilize the services of a Fairness Monitor throughout the OCFC2 procurement process. (b) Fairness Monitor services are being provided by Knowles Consultancy Services Inc.
14. Contracting Authority
Patrick Benoit Supply Team Leader Public Works and Government Services Canada Commercial and Consumer Products Directorate Clothing and Textiles Division Place du Portage, Phase III, 6A2 Gatineau, Quebec, K1A 0S5 E-mail: [email protected]
Operational Clothing and Footwear Consolidated Contract (OCFC2)
Draft Request for Proposals – Questions to Industry
1) Quality Assurance. Effective Quality Assurance is considered to be a key requirement to ensure the successful delivery of a Managed Clothing Solution to DND. As a result ISO 9001-2008 is identified as a mandatory requirement for bidders. Should Quality Assurance certification ISO 9001-2008 be a mandatory requirement? What are the costs involved? What are the impacts on the OCFC2 program? Are there effective alternatives to mandating the ISO 9001-2008 certification?
2) Delivery Standards. Delivery standards are specified in the SOW for both bulk delivery to Base Clothing Stores and delivery to individuals. Are the delivery standards specified in the SOW realistic? Do you recommend changes to the delivery standards and if so what would you recommend?
3) Transition-In Process (Phase 1). Please comment on the Phase 1 process as described in the SOW. Do you feel this process is appropriate in terms of timelines, information provided and information required to successfully initiate Phase 2 as planned?
4) Insurance Requirement. The value of DND owned stock to be transferred to the Contractor prior to Phase 2 is estimated at approximately $250M. Is a $250M value for insurance coverage realistic to the industry? What is the impact on contractor costs and / or mark up to the OCFC2 program?
5) Surge Requirement. The purpose of the Surge Plan requirement is for the bidders to demonstrate their plan for responding to short notice changes in demand patterns for clothing items due to operational deployments of the Canadian Armed Forces. The surge scenario is provided as a representative scenario of a significant deployment. Does the surge scenario (Appendix 10 to the SOW) add value in terms of understanding operational scenarios and the demands upon the OCFC2 program in order to facilitate proposals for the surge plan? If not, what additional information would be required?
6) On-site Representative (OSR). DND requires an OSR working from DND facilities in the National Capital Region for a minimum of the Phase 1 period in order to enable a smooth transition-in period. Do you see this requirement as value added for the OCFC2 program? Does this requirement decrease contractor flexibility unnecessarily?
7) Professional Services. Is the seniority parameter of 7 years of experience realistic for the specialized trades of Designer, Pattern Grader and Textile Technologist? Is there an industry standard to differentiate between ‘junior’ and ‘senior’ in these occupations?
8) Line Item Mark-up (LIM). Understanding that the Level of Effort (LoE) during Phase 2 is different than Phase 3, the Crown is prepared to adjust the LIM amount upon the commencement of Phase 3 to reflect the change of LoE of the contractor. Compare the LoE between Phase 2 and Phase 3 and propose an appropriate adjustment to the LIM.
9) Performance Measurement Framework. The Performance Measurement Framework for the OCFC2 is contained in Annex F. Please provide feedback on the approach to performance measurement used and its suitability for a managed clothing solution contract such as OCFC2. Specifically you are asked to comment on the suitability of the Key Performance Indicators
1/3 identified, the manner of assessing them, their frequency of assessment and feedback which would be beneficial following a performance review. As well please include any comments/observations on the Rolling Wave approach to the management of option years such as how it would impact company operations related to the OCFC2 contract.
10) Performance Incentives. As described in Annex F the annual performance review and strategic contract review will be the basis for decisions to exercise option years on the contract and ultimately to manage contract duration. Performance incentive payments and/or the application of holdbacks associated with performance may form part of the performance incentive strategy for the contract. Please provide you thoughts on these two approaches. Such as – What level of performance incentive payments would be sufficient to impact performance and how should they be linked to performance against KPIs? What would be the impact of holding back a portion of the LIM payable in the event of unsatisfactory performance? What level of holdback would be financially supportable while sufficient to motivate improvements in performance?
11) Supplier Relationship. Maintaining a strong domestic economy and a healthy textiles sector are both important strategic objectives related to OCFC2. Please comment on how (as a potential prime contractor) you would ensure that manufacturers/suppliers of OCF items in Canadian industry are given regular opportunities to offer solutions to DND requirements.
12) Scope/Content of Request for Proposals. Is there any additional key information that is missing from the draft RFP which would be required for industry to properly respond to an upcoming RFP solicitation?
13) Value Proposition Objectives. The objectives of the Value Proposition are to motivate work in Canada specific to the procurement (e.g. logistics, project management and warehousing) and provide incentives for bidders to invest in research and development activities in the apparel, textile and footwear sector that will position the Canadian supply chain for future opportunities. To inform the upcoming RFP solicitation, please comment on the Value Proposition scoring structure.
14) Canadian Content Requirements. Canadian content requirements have been identified for the Department of National Defence’s operational clothing and footwear commodity groupings based on analysis undertaken of the apparel, textile and footwear sector and feedback collected through industry engagement. These levels have been established to encourage the involvement of Canadian firms in the procurement. Bidders will also be motivated to commit to values above the mandatory minimum Canadian content levels.
We are seeking your views on the mandatory minimum Canadian content requirements. As well, please comment on the impact of the scoring structure in motivating commitments above the mandatory minimum Canadian content levels in order to incentivize the increased integration of Canadian companies, including SMEs, into the supply chain for the procurement.
15) Canadian Content Verification. Monitoring and verifying the sourcing of the commodities will be an important aspect of the OCFC2 program. The verification process outlined in Annex G will require the Contractor to sign Canadian content certifications and provide supporting information for each commodity group on an annual basis. Please comment on whether the verification process fully captures the information necessary to allow Canada to assess the Contractor’s progress in meeting the Canadian content requirements.
16) Small and Medium Enterprise (SME). Typically the Industrial and Technological Benefits Policy looks to encourage the integration of Canadian SMEs into the supply chain for the procurement and into global supply chains by including a mandatory minimum 15 percent SME requirement. Given the anticipated high level of direct work and the motivation to work with
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SMEs through the modified rules of origin or the NAFTA rules of origin for commodities, please provide your comments and considerations including the mandatory minimum 15 percent SME requirement.
17) Value for ITB Bid Evaluation Purposes. For ITB bid evaluation purposes, ISED has established an amount of $30,000,000 to assist bidders in calculating the minimum value of ITB transactions to be identified at time of bid submission. This value represents the estimated cost of the Contractor’s activities (e.g. logistics, project management and warehousing) and excludes the cost of the commodities for the initial six (6) firm years of the contract. We are seeking your views on whether the value for ITB bid evaluation purposes is reflective of the Statement of Work.
18) Performance Measurement Framework (PMF) - Identification and Achievement Schedule. As part of the PMF, demonstrating on-going progress in the identification and achievement of Industrial and Technological Benefits commitments is a key factor to ensure that the Industrial and Technological Benefits requirements will be met by the Contractor. To meet this objective, a schedule has been developed based on milestones linked to the program’s requirements to track the Contractor’s progress. To inform the upcoming RFP solicitation, please provide feedback on the schedule for identification and achievement of Industrial and Technological Benefits commitments.
ITB/VP Bid Time 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 ITB Identified Min 30% Min Min Min Min Min Min Min Min Min Min Min Min Min Min Min Min Min 100% 90% 90% 90% 90% 90% 90% 90% 90% 90% 90% 90% 90% 90% 90% 90% 90% 90% ITB Achieved N/A Min Min Min Min Min Min Min Min Min Min Min Min Min Min Min Min Min 100% 30% 60% 70% 80% 80% 80% 80% 80% 80% 80% 80% 80% 80% 80% 80% 80% 80% VP-Direct Work Commitment to Commitment min 70% VP-Direct Work N/A Min Min Min Min Min Min Min Min Min 100% Achievement 30% 60% 80% 80% 80% 80% 80% 80% 80% VP-R&D Commitment Commitment VP-R&D N/A Min Min Min Min Min Min Min Min Min 100% Achievement 30% 60% 80% 80% 80% 80% 80% 80% 80% Maintain Commitment to CoC CoC CoC CoC CoC CoC CoC CoC CoC CoC CoC CoC CoC CoC CoC CoC CoC CoC CoC CoC Capacity to submit annual Export certificate of compliance (CoC)
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Table of Contents
PART 1 - GENERAL INFORMATION
1. Introduction 2. Summary 3. Debriefings
PART 2 – BIDDER INSTRUCTIONS
1. Standard Instructions, Clauses and Conditions 2. Submission of Bids 3. Enquiries – Bid Solicitation 4. Applicable Law 5. Basis for Canada’s Ownership of Intellectual Property 6. Technical Requirement of Line Items and Sealed Samples.
PART 3 – BID PREPARATION INSTRUCTIONS
1. Bid Preparation Instructions Section I: Technical Bid Section II: Industrial and Technological Benefits Value Proposition (ITB/VP) Bid Section III: Financial Bid Section IV: Certifications Section V: Additional Information
PART 4 – EVALUATION PROCEDURES AND BASIS OF SELECTION
1. Evaluation Procedures 2. Basis of Selection
PART 5 – CERTIFICATIONS AND ADDITIONAL INFORMATION
1. Certifications Required with the bid 2. Certifications Precedent to Contract Award and additional information
PART 6 – SECURITY, FINANCIAL AND OTHER REQUIREMENTS
1. Security Requirement 2. Financial Capability 3. Bid Financial Security 4. Insurance Requirements
PART 7 – RESULTING CONTRACT CLAUSES
1. Statement of Work 2. Standard Clauses and Conditions 3. Security Requirement 4. Term of Contract 5. Authorities 6. Payment 7. Invoicing Instructions 8. Certifications 9. Applicable Laws 10. Priority of Documents 11. SACC Manual Clauses 12. Material: Contractor Total Supply 13. Procedures for Design Change/Deviation 14. Origin of Work – Disclosure of information 15. Over Shipment 16. Warehouseman's Legal Liability Insurance 17. CGSB Standards 18. Contract Financial Security
List of Annexes: Annex A Statement of Work (SOW) Appendix 1 Operational Clothing and Footwear Consolidated Contract (OCFC2) Master Item List - including drawing and specifications – Supplied on a USB Key. Appendix 2 OCFC2 Contract Data Requirements List (CDRL) Appendix 3 OCFC2 Data Item Description (DID) Appendix 4 OCFC2 Order Management System (OMS) Appendix 5 CAF Strength Reports Appendix 6 CAF Clothing Store List Appendix 7 DND 626 – Task Authorization Form – Sample Appendix 8 Government Available Material (GAM) – (Not Available for the draft RFP) Appendix 9 Change Request and Authorization (CRA) form – Sample Appendix 10 Surge Orders – Sample Scenario Appendix 11 Summary of Milestones and Deliverables Annex B Basis of Payment Appendix_1 Line_Items_Unit_Cost_(LIUC) Annex C Proposal Evaluation and Selection Appendix 1 Industrial and Technological Benefits Value Proposition Bidder Instructions Appendix 2 Industrial and Technological Benefits Value Proposition Evaluation Annex D Security Requirements Checklist (SRCL) Annex E Industrial and Technological Benefits (ITB) - Terms and Conditions Annex F Performance Measurement Framework (PMF) Appendix 1 Key Performance Indicators Annex G Canadian Goods Definition, Certifications and Verification Process Annex H Federal Contractors Program for Employment Equity – Certification
PART 1 – GENERAL INFORMATION
1. Introduction
The bid solicitation is divided into seven parts plus attachments and annexes as follows:
Part 1 General Information: provides a general description of the requirement;
Part 2 Bidder Instructions, clauses and conditions applicable to the bid solicitation;
Part 3 Bid Preparation Instructions: provides bidders with instructions on how to prepare their bid;
Part 4 Evaluation Procedures and Basis of Selection: indicates how the evaluation will be conducted, the evaluation criteria that must be addressed in the bid, and the basis of selection;
Part 5 Certifications: includes the certifications to be provided;
Part 6 Security, Financial and Other Requirements; includes specific requirements that must be addressed by bidders; and
Part 7 Resulting Contract Clauses: includes the clauses and conditions that will apply to any resulting contract.
The annexes include: Statement of Work (Annex A); Basis of Payment (Annex B); Proposal Evaluation and Selection (Annex C); Security Requirements Checklist (SRCL) (Annex D); and Industrial and Technological Benefits (ITB) - Terms and Conditions (Annex E) Performance Measurement Framework (PMF) (Annex F) Canadian Goods Definition, Certifications and Verification Process (Annex G) Federal Contractors Program for Employment Equity - Certification (Annex H).
2. Summary
The Canadian Armed Forces (CAF) has a requirement for the provision of operational clothing and footwear (OCF) and related accessories, management services including but not limited to inventory management, warehousing, ordering, distribution, engineering, design, technical support, textile analysis, manufacturing and program data management services. National and international deliveries may be required by CAF and destinations will be specified at time of orders. The requirement is for an initial period of 6 years with fourteen (14) options to extend the Contract period by 1 year to a total of twenty (20) years if options are exercised.
There is a security requirement associated with this requirement. For additional information, consult Part 6 – Security, Financial and Other Requirements, Part 7 – Resulting Contract Clauses. Bidders should consult the “Security Requirements for PWGSC Bid Solicitations – Instructions for Bidders” (http://www.tpsgc-pwgsc.gc.ca/app-acq/lc-pl/lc-pl-eng.html#a31) document on the Departmental Standard Procurement Documents Web site.
There is a federal Contractors Program (CP) for employment equity requirement; see Part 5 – certifications, Part 7 – Resulting contract Clauses.
3. Debriefings
After contract award, bidders may request a debriefing on the results of the bid solicitation process. Bidders should make the request to the Contracting Authority within 15 working days of receipt of the results of the bid solicitation process. The debriefing may be in writing, by telephone or in person.
PART 2- BIDDER INSTRUCTIONS
1. Standard Instructions. Clauses and Conditions
All instructions, clauses and conditions identified in the bid solicitation by number, date and title are set out in the Standard Acquisition Clauses and conditions Manual. (https://buyandsell.gc.ca/policy-and-guidelines/standard-acquisition-clauses-and-conditions- manual) issued by Public Work and Government Services Canada. Bidders who submit a bid agree to be bound by instructions, clauses and conditions of the bid solicitation and accept the clauses and conditions of the resulting contract.
1.1 Standard Instructions
The 2003 (2016-04-04) Standard Instructions – Good or Services – Competitive Requirements, are incorporated by reference into and form part of the bid solicitation.
Subsection 5.4 of 2003, Standard Instructions – Goods or Services – Competitive Requirements, is amended as follows:
Delete: sixty (60) days Insert: three hundred (300) calendar days
2 Submission of Bids
Bids must be submitted only to Public Work and Government Services Canada (PWGSC) Bid Receiving Unit by the date, time and place indicated on page 1 of the bid solicitation.
Due to the nature of the bid solicitation, bids transmitted by facsimile to PWGSC will not be accepted.
3 Enquiries – Bid solicitation
All enquiries must be submitted in writing to the Contracting Authority no later than seven (7) calendar days before the bid closing date. Enquiries received after that time may not be answered.
Bidders should reference as accurately as possible the numbered item of the bid solicitation to which the enquiry relates. Care should be taken by bidders to explain each question in sufficient detail in order to enable Canada to provide an accurate answer. Technical enquiries that are of a proprietary nature must be clearly marked “proprietary” at each relevant item. Items identified as “proprietary” will be treated as such except where Canada determines that the enquiry is not of a proprietary nature. Canada may edit the questions or may request that the Bidder do so, so that the proprietary nature of the question is eliminated, and the enquiry can be answered with copies to all bidders. Enquiries not submitted in a form that can be distributed to all bidders may not be answered by Canada.
4. Applicable Laws
Any resulting contract must be interpreted and governed, and the relations between the parties determined, by the laws in force in Ontario.
Bidders may, at their discretion, substitute the applicable laws of a Canadian province or territory of their choice without affecting the validity of their bid, by deleting the name of the Canadian province or territory specified and inserting the name of the Canadian province or territory of their choice. If no change is made, it acknowledges that the applicable laws specified are acceptable to the bidders.
5. Basis for Canada's Ownership of Intellectual Property
The Department of National Defence has determined that any intellectual property rights arising from the performance of the Work under the resulting contract will belong to Canada, on the following grounds:
National security.
6. Technical Requirement of Line Items and Sealed Samples
Item purchase descriptions (Appendix 1 of Annex A) are available in PDF format and can be provided to bidders upon request from the Contracting Authority. As there are many different line items, sealed samples will not be available for viewing during the solicitation period. The Master Item List (MIL) at Appendix 1 of the SOW will provide description, usage, stock and a reference list of all pertinent documents. These documents will be made available in PDF format via a USB key.
PART 3 – BID PREPARATION INSTRUCTIONS
1. Bid Preparation Instructions
Canada requests that bidders provide their bid in separately bound sections as follows:
Section I: Technical Bid (5 hard copies)
Section II: ITB/VP Bid (1 hard copy)
Section III: Financial Bid (1 hard copy)
Section IV: Certifications (1 hard copy)
Section V: Additional Information (1 hard copy)
Prices must appear in the financial bid only. No prices must be indicated in any other section of the bid.
Canada requests that bidders follow the format instructions described below in the preparation of their bid:
(a) Use 8.5 x 11 inch (216 mm x 279 mm) paper; (b) Use a numbering system that corresponds to the bid solicitation.
In April 2006, Canada issued a policy directing federal departments and agencies to take the necessary steps to incorporate environmental considerations into the procurement process Policy on Green Procurement (http://www.tpsgc-pwgsc.gc.ca/ecologisation-greening/achats-procurement/politique-policy- eng.html). To assist Canada in reaching its objectives, bidders are encouraged to:
1) Use 8.5 x 11 inch (216 mm x 279 mm) paper containing fibre certified as originating from a sustainably-managed forest and/or containing minimum 30% recycled content; and 2) Use an environmentally-preferable format including black and white printing instead of colour printing, printing double sided/duplex, using staples or clips instead of cerlox, duo tangs or binders.
Section I: Technical Bid
Refer to Annex C.
In their technical bid, bidders should demonstrate their understanding of the requirements contained in the bid solicitation and explain how they will meet these requirements. Bidders should demonstrate their capability and describe their approach in a thorough, concise and clear manner for carrying out the work.
The technical bid should address clearly and in sufficient depth the points that are subject to the evaluation criteria against which the bid will be evaluated. Simply repeating the statement contained in the bid solicitation is not sufficient. In order to facilitate the evaluation of the bid, Canada requests that bidders address and present topics in the order of the evaluation criteria under the same headings. To avoid duplication, bidders may refer to different sections of their bids by identifying the specific paragraph and page number where the subject topic has already been addressed.
Section II: Industrial and Technological Benefits Value Proposition Bid
Refer to Appendix 1 of Annex C.
Section III: Financial Bid
1.1 Bidders must submit their financial bid in accordance with the Basis of Payment in Annex “B” and Appendix 1 of Annex B. 1.2 The price of the bid will be evaluated in Canadian dollars, Applicable Taxes excluded, Delivery Duty Paid (DDP), Canadian customs duties and excise taxes included 1.3 Exchange Rate Fluctuation C3011T (2013-11-06), Exchange Rate Fluctuation
Section IV: Certifications
Bidders must submit the certifications required under Part 5.
Section V: Additional Information
1. Origin of Work
For each line item, bidders must identify the name(s) of the country or countries where the apparel goods are cut (or knit to shape) and sewn, regardless of whether the work is to be performed by the Bidder or one of its subcontractor(s).
The following information must be provided for each location where any of the goods are cut (or knit to shape) or sewn:
Line Item number______Country: ______(Bidders must add additional lines if there is more than one manufacturer or one country per line item.)
Bidders must immediately inform Canada in writing of any and all changes affecting the information provided under this clause during the entire bid validity period.
2. Bidders Proposed Site or Premises Requiring Safeguard Measures
As indicated in Part 6 under Security Requirement, the Bidder must provide the required information below, on the Bidder’s proposed site or premises for which safeguard measures are required for Work Performance.
Address: Street Number / Street Name, Unit / Suite / Apartment Number City, Province, Territory Postal Code Country
PART 4 – EVALUATION PROCEDURES AND BASIS OF SELECTION
1. Evaluation Process
(a) Bids will be assessed in accordance with the entire requirement of the bid solicitation including the technical and financial evaluation criteria. There are several steps in the evaluation process, which are described in Annex C. Even though the evaluation and selection will be conducted in steps, the fact that Canada has proceeded to a later step does not mean that Canada has conclusively determined that the Bidder has successfully passed all the previous steps. Canada may conduct steps of the evaluation in parallel.
(c) An evaluation team composed of representatives of Canada will evaluate the bids.
1.1 Technical Evaluation Mandatory and point rated technical evaluation criteria are included in Annex C.
1.2 Industrial and Technological Benefits Value Proposition - Evaluation Refer to Appendix 2 to Annex C - Industrial and Technological Benefits Value Proposition Evaluation Plan.
1.3 Financial Evaluation Refer to Annex C.
2. Basis of Selection Refer to Annex C.
PART 5 – CERTIFICATIONS AND ADDITIONAL INFORMATION
Bidders must provide the required certifications and additional information to be awarded a contract.
The certifications provided by Bidders to Canada are subject to verification by Canada at all times. Unless specified otherwise, Canada will declare a bid non-responsive, or will declare a contractor in default if any certification made by the Bidder is found to be untrue, whether made knowingly or unknowingly, during the bid evaluation period or during the contract period.
The Contracting Authority will have the right to ask for additional information to verify the Bidder’s certifications. Failure to comply and to cooperate with any request or requirement imposed by the Contracting Authority will render the bid non-responsive or constitute a default under the Contract.
1 Certifications Required with the Bid
Bidders must submit the following duly completed certifications as part of their bid.
1.1 Integrity Provisions - Declaration of Convicted Offences
In accordance with the Ineligibility and Suspension Policy (http://www.tpsgc-pwgsc.gc.ca/ci- if/politique-policy-eng.html), the Bidder must provide with its bid the required documentation, as applicable, to be given further consideration in the procurement process.
2 Certifications Precedent to Contract Award and Additional Information
The certifications and additional information listed below should be submitted with the bid but may be submitted afterwards. If any of these required certifications or additional information is not completed and submitted as requested, the Contracting Authority will inform the Bidder of a time frame within which to provide the information. Failure to provide the certifications or the additional information listed below within the time frame specified will render the bid non- responsive.
2.1 Integrity Provisions – Required Documentation
In accordance with the Ineligibility and Suspension Policy (http://www.tpsgc-pwgsc.gc.ca/ci- if/politique-policy-eng.html), the Bidder must provide the required documentation, as applicable, to be given further consideration in the procurement process.
2.2 Federal Contractors Program for Employment Equity - Bid Certification
By submitting a bid, the Bidder certifies that the Bidder, and any of the Bidder's members if the Bidder is a Joint Venture, is not named on the Federal Contractors Program (FCP) for employment equity "FCP Limited Eligibility to Bid" list available at the bottom of the page of the Employment and Social Development Canada (ESDC) - Labour's website (http://www.esdc.gc.ca/en/jobs/workplace/human_rights/employment_equity/federal_contractor _program.page?&_ga=1.229006812.1158694905.1413548969#afed).
Canada will have the right to declare a bid non-responsive if the Bidder, or any member of the Bidder if the Bidder is a Joint Venture, appears on the “FCP Limited Eligibility to Bid“ list at the time of contract award.
Canada will also have the right to terminate the Contract for default if a Contractor, or any member of the Contractor if the Contractor is a Joint Venture, appears on the “FCP Limited Eligibility to Bid” list during the period of the Contract.
The Bidder must provide the Contracting Authority with a completed annex Federal Contractors Program for Employment Equity - Certification (Annex E), before contract award. If the Bidder is a Joint Venture, the Bidder must provide the Contracting Authority with a completed annex Federal Contractors Program for Employment Equity - Certification, for each member of the Joint Venture.
2.3 Additional Certifications Precedent to Contract Award
2.3.1 Status and Availability of Resources
SACC Manual clause A3005T (2010-08-16) Status and Availability of Resources
2.3.2 Education and Experience
SACC Manual clause A3010T (2010-08-16) Education and Experience
2.3.3 Official Languages
The Bidder must certify that the resources proposed for the Program Manager, Deputy Program Manager and On-site Representative under any resulting contract are able to provide all services in both official languages (English & French) to the degree specified in the SOW
PART 6 - SECURITY, FINANCIAL AND OTHER REQUIREMENTS
1. Security Requirement
1. At the date of bid closing, the following conditions must be met:
(a) the Bidder must hold a valid organization security clearance as indicated in Part 7 - Resulting Contract Clauses;
(b) the Bidder's proposed individuals requiring access to classified or protected information, assets or sensitive work sites must meet the security requirements as indicated in Part 7 - Resulting Contract Clauses;
(c) the Bidder must provide the name of all individuals who will require access to classified or protected information, assets or sensitive work sites; if there are requirements for safeguarding measures at the Bidder’s and proposed individuals’ sites or premises, add the following:
(d) the Bidder’s proposed location of work performance and document safeguarding must meet the security requirements as indicated in Part 7 - Resulting Contract Clauses;
(e) the Bidder must provide the addresses of proposed sites or premises of work performance and document safeguarding as indicated in Part 3 - Section IV Additional Information.
2. For additional information on security requirements, Bidders should refer to the Industrial Security Program (ISP) of Public Works and Government Services Canada (http://ssi- iss.tpsgc-pwgsc.gc.ca/index-eng.html) website.
3. Financial Capability
SACC Manual Clause A9033T (2012-07-16) Financial Capability
4. Insurance Requirements
The Bidder must provide a letter from an insurance broker or an insurance company licensed to operate in Canada stating that the Bidder, if awarded a contract as a result of the bid solicitation, can be insured in accordance with the Insurance Requirements specified in the Resulting Contract Clauses.
If the information is not provided in the bid, the Contracting Authority will so inform the Bidder and provide the Bidder with a time frame within which to meet the requirement. Failure to comply with the request of the Contracting Authority and meet the requirement within that time period will render the bid non-responsive.
PART 7 – RESULTING CONTRACT CLAUSES
The following clauses and conditions apply to and form part of any contract resulting from the bid solicitation.
1. Statement of Work
The Contractor must perform the Work in accordance with the Statement of Work at Annex A.
1.1 Task Authorization
A portion of the Work to be performed under the Contract will be on an “as and when requested basis” using a Task Authorization. The Work described in all Task Authorizations must be in accordance with the scope of the Contract.
1.1.1 Task Authorization Process
1.1.1.1 The Procurement Authority will provide the Contractor with a description of the task using the Task Authorization form (DND 626 (01-05)) specified in Appendix 7 of Annex A.
1.1.1.2 The Task Authorization will contain a Statement of Work detailing the activities to be performed, a description of the deliverables, and a schedule indicating completion dates for the major activities or submission dates for the deliverables. The Task Authorization will also include the applicable basis and methods of payment as specified in the Contract.
1.1.1.3 The Contractor must provide the Procurement Authority, within 20 calendar days of its receipt, the proposed total estimated cost for performing the task and a breakdown of that cost, established in accordance with the Basis of Payment specified in the Contract.
1.1.1.4 The Contractor must not commence work until a Task Authorization authorized by the Procurement Authority has been received by the Contractor. The Contractor acknowledges that any work performed before a Task Authorization has been received will be done at the Contractor’s own risk.
1.1.2 Task Authorization Limit The Procurement Authority may authorize, after review and approval from Program Manager, individual task authorizations up to a limit of $25,000, Goods and Services Tax or Harmonized Sales Tax included, inclusive of any revisions,
Any task authorization to be issued in excess of that limit must be authorized by the contracting Authority before issuance.
1.1.3 Canada’s Obligation – Portion of the work – Task Authorizations
SACC Manual clause B9031C (2011-05-16) Canada’s Obligation – Portion of the Work – Task Authorizations.
2. Standard Clauses and Conditions All clauses and conditions identified in the Contract by number, date and title are set in the Standard Acquisition Clauses and Conditions Manual (https://buyandsell.gc.ca/policy-and-guidelines/standard-acquisition-clauses-and-conditions- manual) Issued by Public Work and Government Services Canada.
2.1 General Conditions
2030 (2016-04-04), General Conditions – Higher Complexity – Goods, apply to and form part of the Contract.
2.2 Supplemental General Conditions
4007 (2010-08-16) Canada to Own Intellectual Property Rights in Foreground Information, apply to and form part of the Contract.
4008 (2008-12-12) Personal Information, apply to and form part of the Contract.
3. Security Requirement
3.1 The following security requirement (SRCL and related clauses) applies and form part of the Contract.
Security requirement for Canadian Supplier:
1. The Contractor/Offeror must, at all times during the performance of the Contract/Standing Offer, hold a valid Facility Security Clearance at the level of SECRET, with approved Document Safeguarding at the level of PROTECTED A, issued by the Canadian Indus- trial Security Directorate (CISD), Public Services and Procurement Canada (PSPC).
2. The Contractor/Offeror personnel requiring access to PROTECTED/CLASSIFIED infor- mation, assets or sensitive work site(s) must EACH hold a valid RELIABILITY STATUS or SECRET clearance, as required, granted or approved by CISD/PSPC.
3. The Contractor MUST NOT utilize its Information Technology systems to electronically process, produce or store any sensitive PROTECTED information until CISD/PSPC has issued written approval. After approval has been granted, these tasks may be performed at the level of PROTECTED A.
4. Subcontracts which contain security requirements are NOT to be awarded without the prior written permission of CISD/PSPC.
5. The Contractor/Offeror must comply with the provisions of the:
(a) Security Requirements Check List and security guide, attached at Annex D; (b) Industrial Security Manual (Latest Edition).
3.2 Contractor’s Site or Premises Requiring Safeguard Measured
The Contractor must diligently maintain up-to-date, the information related to the Contractor’s site or premises, where safeguard measures are required in the performance of the Work, for the following addresses:
Address: Street Number / Street Name, Unit / Suite / apartment: City, Province, Territory Postal Code Country
4. Term of Contract
4.1 Period of the Contract
The period of the Contract will be from date of Contract to ______. (To be completed at contract award)
4.2 Options to extend the period of the contract
The contractor grants to Canada the irrevocable option to extend the period of the Contract by fourteen (14) additional one-year periods, under the same terms and conditions. The Contractor agrees that, during the extended period of the Contract, it will be paid in accordance with the applicable provisions as set out in the Basis of Payment.
Canada may exercise the option at any time by sending a written notice to the Contractor at least 60 calendar days before the Contract expiry date. The option may only be exercised by the Contracting Authority, and will be evidenced for administrative purposes only, through a contract amendment.
5. Authorities
5.1 Contracting Authority
The Contracting Authority for the Contract is:
Name: Robert Picco Title: Supply Team Leader Public Works and Government Services Canada Acquisitions Branch Commercial and Consumer Products Directorate (CCPD) Clothing & Textiles Division Place du Portage, Phase III, 6A2 11 Laurier Street Gatineau, Quebec K1A 0S5 Telephone: 613-410-1348 Facsimile: 819-956-5454 E-mail address: [email protected]
The Contracting Authority is responsible for the management of the Contract and any changes to the Contract must be authorized in writing by the Contracting Authority. The Contractor must not perform work in excess of or outside the scope of the Contract based on verbal or written requests or instructions from anybody other than the Contacting Authority.
5.2 Program Manager DND (To be completed at contract award.)
The Program Manager DND for the Contract is:
Name: ______Title: ______Organization: ______Address: ______Telephone: ___-___-______Facsimile: ___-___-______E-mail address: ______
The PM DND is the representative of DND responsible for monitoring the contractor’s execution of the work under the Contract. Any proposed changes to the scope of the requirement are to be discussed with the Program Manager, but any resulting change can only be confirmed by a contract amendment issued by the Contracting Authority.
5.3 Technical Authority (TA) (To be completed at contract award.)
The TA is the representative of DND responsible for matters concerning the technical content of the Work under the Contract. Each item contained Annex A, Appendix 1 is identified with the DND position designation or name of the respective TA. Technical matters may be discussed with the Technical Authority; however the Technical Authority has no authority to authorize changes to the scope of the Work. Changes to the scope of the Work can only be made through a contract amendment issued by the Contracting Authority.
5.4 Procurement Authority (PA) (To be completed at contract award.)
The Procurement Authority for the contract is:
Name: ______Title: ______Organization: ______Address: ______Telephone: ___-___-______Facsimile: ___-___-______E-mail address: ______
The PA is responsible for DND Contract Management. It is the only organization that can request PWGSC to authorize additional work against the Contract.
5.5 Contractor’s Representative
(To be completed at contract award.)
6. Payment
6.1 Basis of Payment
In consideration of the Contractor satisfactory completing all of its obligations under the Contract, the Contractor will be paid in accordance with Annex B customs duties are included and applicable taxes are extra.
6.2 Limitation of Expenditure
6.2.1 Canada’s total liability to the Contractor under the contract must not exceed the total estimated value of the Contract. Customs duties are included and Goods and Services Tax or Harmonized Sales tax is extra, if applicable.
6.2.2 No increase in the total liability of Canada or in the price of the Work resulting from any design changes, modifications or interpretations of the Work, will be authorized or paid to the Contractor unless these design changes, modifications or interpretations have been approved, in writing, by the Contracting Authority before their incorporation into the Work. The Contractor must not perform any work or provide any service that would result in Canada’s total liability being exceeded before obtaining the written approval of the Contracting Authority. The Contractor must notify the Contracting Authority in writing as to the adequacy of this sum:
(a) When it is 75 percent committed, or (b) Four (4) months before the contract expiry date, or (c) As soon as the contractor considers that the contract funds provided are inadequate for the completion of the Work,
Whichever comes first.
6.2.3 If the notification is for inadequate contract funds, the Contractor must provide the Contracting Authority a written estimate for the additional funds required. Provision of such information by the Contractor does not increase Canada’s liability.
6.3 Limitation of Price
SACC Manual Clause C6000C (2011-05-16) Limitation of Price
6.4 Multiple Payments
SACC Manual Clause H1001C (2008-05-12) Multiple Payments
6.5 Discretionary Audit
SACC Manual clause C0100C (2010-01-11) Discretionary Audit – Commercial Goods and/or Services
6.6 Time verification
SACC Manual Clause C0710C (2007-11-30) Time and contract Verification SACC Manual clause C0711C (2008-05-12 Time Verification
7. Invoicing Instructions
7.1 The Contractor must submit invoices in accordance with the section entitled “Invoice Submission” of the general conditions. Invoices cannot be submitted until all work identified in the invoice is completed.
7.2 Invoices must be distributed as follows:
(a) The original and one (1) copy must be forward to the address shown on page 1 of the Contract for certification and payment.
(b) One (1) copy must be forward to the Contracting Authority identified under the section entitled “Authorities” of the Contract.
(c) One (1) copy must be forward the consignee.
8. Certifications
8.1 Compliance
Compliance with the certifications and related documentation provided by the Contractor in its bid is a condition of the Contract and subject to verification by Canada during the term of the contract. If the Contractor does not comply with any certification, provide the related documentation or if it is determined that any certification made by the Contractor in its bid is untrue, whether made knowingly or unknowingly, Canada has the right, pursuant to the default provision of the Contract, to terminate the Contract for default.
8.2 Federal Contractors Program for Employment Equity – Default by the contractor The Contractor understands and agrees that, when an Agreement to Implement Employment Equity (AIEE) exists between the Contractor and HRSDC-Labour, the AIEE must remain valid during the entire period of the Contract. If the AIEE becomes invalid, the name of the Contractor will be added the “FCP Limited Eligibility to Bid” list. The imposition of such a sanction by HRSDC will constitute the Contractor in default as per the terms of the Contract.
9. Applicable Laws
The Contract must be interpreted and governed, and the relations between the parties determined, by the laws in force in Ontario.
10. Priority of Documents
If there is a discrepancy between the wordings of any documents that appear on the list, the wording of the document that first appears on the list has priority over the wording of any document that subsequently appears on the list.
(a) The Articles of Agreement; (b) The general conditions 2030 (2016-04-04) General conditions – Higher Complexity – Goods; (c) The supplemental general conditions: 4007 (2010-08-16) Canada to Own Intellectual Property Rights in Foreground Information; 4008 (2008-12-12) Personal Information; (d) Annex A, Statement of Work (including all Appendices); (e) Annex B, Basis of Payment; (f) The signed Task Authorizations (including all of its annexes, if any); (g) Sealed Samples/Sealed Patterns; (h) Annex D, Security Requirements Checklist (SRCL); (i) Annex E, Industrial and Technological Benefits (ITB) - Terms and Conditions; (j) Annex F, Performance Measurement Framework (PMF); (k) Annex G, Canadian Goods Definition, Certifications and Verification Process; (l) The contractor’s bid dated ______, (to be completed at contract).
11. SACC Manual clause
D2001C (2007-11-30) Labelling E0008C (2014-09-25) Security Deposit Definition C5201C (2008-05-12) Prepaid transportation Costs D5510C (2014-06-26) Quality Assurance Authority D5540C (2010-08-16) ISO 9001:2008 Quality Management Systems - Requirements (Quality Assurance Code Q) D5402C (2010-01-11) Quality Plan 1031-2 (2012-07-16) Contract Cost Principles
Apply to and form part of the Contract.
12. Materials: Contractor Total Supply and GAM
The Contractor will be responsible for obtaining all materials required in the manufacture of the items specified.
Whenever GAM is available, the Contractor may purchase the GAM from DND “as is and where is” from DND, 25 Canadian Forces Supply Depot, 6769 Notre Dame St. E – Bldg 2, Montreal, Quebec.
12.1 Ordering Procedures:
Each request for GAM must be made in writing to the Contracting Authority and specify the following information:
a) The NATO Stack Number (NSN) for the item requested; b) The quantity requested; and c) Description of GAM using the published nomenclature.
Each request for GAM must be credited to Contract no later than 30 days from a request and must be identified either as a credit note or as a separate item on the next invoice submitted.
12.2 Government Available Material availability
The items and fabrics available from DND as on-hand stock (quantities is subject to change) may be available to the Contractor during the period of the Contract and any option(s). When GAM has been depleted.
All items or textiles purchased from commercial sources must conform to the technical requirements detailed in the Statement of Work and Item specification
13. Procedures for Design Change/Deviations
The Contractor must complete the Change Request and Authorization (CRA) (Appendix 9 of Annex A, and forward one (1) copy to the Procurement Authority and one (1) copy to the Contracting Authority. Changes or modifications are not to be undertaken by the Contractor without authorization by the Contracting Authority.
14. Origin of Work – Disclosure of Information
14.1 For each line item, the Contractor must specify the name(s) of all countries where the apparel goods are cut (or knit to shape) or sewn, regardless of whether the work is to be performed by the Contractor or one of its subcontractor(s). 14.2 The Contractor agrees that Canada may publicly disclose the information provided with respect the countries of origin. 14.3 The Contractor must immediately inform Canada in writing of any and all changes affecting the information provided under this clause during the entire contract period.
15. Over Shipment
Over shipment will not be accepted unless prior approval is obtained from the Contracting Authority.
16. Warehouseman's Legal Liability Insurance
1. The Contractor must obtain Warehouseman's Legal Liability Insurance coverage on Government Property, and maintain it in force while under its care, custody or control for storage, in an amount of not less than $250,000,000.00. The Government's Property must be insured on a Replacement Cost (new)" basis.
2. Administration of Claims: The Contractor must notify Canada promptly about any losses or damages to Government Property and monitor, investigate and document losses of or damage to Government Property to ensure that claims are properly made and paid.
3. The following endorsements must be included:
a. Notice of Cancellation: The Insurer will endeavour to provide the Contracting Authority thirty (30) days written notice of cancellation. b. Settlement of Claims: The insurance proceeds regarding any loss of or damage to Government Property must be payable to the appropriate party as directed by the Contracting Authority. c. Loss Payee: Canada as its interest may appear or it may direct. d. Waiver of Subrogation Rights: Contractor's Insurer to waive all rights of subrogation against Canada as represented by the Department of National Defence and Public Works and Government Services Canada for any and all loss of or damage to the property however caused.
17. Canadian General Standards Board (CGSB) – Standards
A copy of the CGSB Standards is available and may be purchased from: Canadian General Standards Board Sales Centre Place du Portage III, 6B1 11 Laurier Street Gatineau, Québec Telephone: (819) 956-0425 or 1-800-665-CGSB (Canada only) Fax: (819) 956-5740 E-mail: [email protected] CGSB Website: http://www.pwgsc.gc.ca/cgsb/home/index-e.html.
18. Contract Financial Security
18.1 The Contractor must provide the following contract financial security within 20 calendar days after the date of contract award: -A security deposit as defined in clause E0008C in the amount of $1,000,000.00.
Any bond must be accepted as security by one of the bonding companies listed in Treasury Board contracting Policy, Appendix L, Acceptable Bounding Companies.
18.2 Security deposits in the form of government guaranteed bonds with coupons attached will be accepted only if all coupons that are un-matured, at the time the security deposit is provided, are attached to the bonds. The contractor must provide written instructions concerning the action to be taken with respect to coupons that will mature while the bonds are pledged as security, when such coupons are in excess of the security deposit requirement.
18.3 If Canada does not receive the required financial security within the specified period, Canada may terminate the Contract for default pursuant to the Contract default provision.
Department of National Defence ANNEX A – Statement of Work (SOW)
Department of National Defence
STATEMENT OF WORK (SOW) Operational Clothing and Footwear Consolidated Contract (OCFC2)
Requisition Number: W8486-137549 DND Document #
Date: 17 June 2016 RDIMS 3529096
Prepared by: DSSPM National Defence Headquarters Major General George R. Pearkes Building Ottawa, Ontario K1A 0K2 NOTICE This documentation has been reviewed by the technical authority and does not contain controlled goods. AVIS Cette documentation a été révisée par l’autorité technique et ne contient pas de marchandises contrôlées.
1/35 RDIMS #3529096 Department of National Defence ANNEX A – Statement of Work (SOW)
TABLE OF CONTENTS
1 INTRODUCTION
1.1 Background 1.2 Scope / Phases 1.3 Applicable Documents 1.4 Acronyms/Definitions
2 REQUIREMENTS
2.1 Definitions of “Core” and “Taskings” 2.2 Organization of the SOW 2.3 Contract Phases 2.4 Data Item Descriptions (DID) and Contract Data Requirements List (CDRL) 2.5 Delivery of Data
3 (CORE) PROVIDE OCF MCS / MANAGE THE PROGRAM
3.1 Provide Program Management Resources 3.2 Produce / Execute Program Management Plans 3.3 Manage Risks 3.4 Participate in Management Meetings 3.5 Provide Management Reports 3.6 Conduct Quality Assurance / Quality Control 3.7 Prepare / Execute MCS Phase 1 - Transition In 3.8 Prepare / Execute MCS Phase 2 3.9 Prepare / Execute MCS Phase 3 3.10 Prepare / Execute MCS Phase 4 - Transition Out
4 (CORE) PROVIDE OCF MCS / MANAGE INVENTORY
4.1 Manage DND Stock 4.2 Procure Stock 4.3 Warehouse / Secure Stock 4.4 Dispose of Surplus Stock 4.5 Manage Technical Data Packages (TDPs)
5 (CORE) PROVIDE OCF MCS / DELIVER OCF ITEMS TO BASES
5.1 General 5.2 Ordering 5.3 Provide Distribution Services 5.4 Provide Orders Tracking
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6 (CORE) PROVIDE OCF MCS / DELIVER OCF ITEMS TO INDIVIDUALS
6.1 General 6.2 Operate an e-business based Order Management System 6.3 Provide Distribution Services
7 (TASKINGS) PROVIDE OCF MCS / PROVIDE PROFESSIONAL SERVICES
7.1 Manage Professional Services Tasks
8 (TASKINGS) PROVIDE OCF MCS / ANCILLARY SERVICES
8.1 Manage Ancillary Services Tasks
APPENDICES
Appendix 1 OCFC2 Master Item List (MIL) Appendix 2 OCFC2 Contract Data Requirements List (CDRL) Appendix 3 OCFC2 Data Item Description (DID) Appendix 4 OCFC2 Order Management System (OMS) Appendix 5 CAF Strength Reports Appendix 6 CAF Clothing Store List Appendix 7 DND 626 – Task Authorization Form - Sample Appendix 8 Government Available Material (GAM) – To be issued for Final RFP Appendix 9 Change Request and Authorization (CRA) Form - Sample Appendix 10 Surge Orders – Sample Scenario Appendix 11 Summary of Milestones and Deliverables
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1 INTRODUCTION
1.1 Background
1.1.1 The Canadian Armed Forces (CAF) is comprised of approximately 100,000 regular and reserve forces including Canadian Army, Royal Canadian Air Force, Royal Canadian Navy, Special Operations Forces and the Canadian Rangers. Military members are based throughout Canada including all provinces and territories, and to a lesser extent, in several international locations around the world such as the United States, Europe and other regions. Under government policy, the CAF is responsible for Defending Canada, Defending North America and Contributing to International Peace and Security. It is Canada’s policy that military members be provided with operational clothing and footwear (OCF) that is both consistent with international laws and customs governing military forces and provides the necessary individual protection and operational mobility to conduct daily operations anywhere in the world.
1.1.2 The Department of National Defence (DND) currently meets this policy through bulk purchases (typically 2-5 years of stock) of OCF items at the national level. Initially, these items are warehoused primarily at two DND Depots (7 and 25 Canadian Forces Supply Depots (CFSDs) in Edmonton and Montreal respectively). Stock is then requisitioned (pulled) by Clothing Stores (the equivalent of a retail outlet) on an as required basis, and issued to the CAF member at the Base/Unit level at no cost to the CAF member.
1.1.3 CAF Clothing Stores generally maintain a modest amount of stock to meet day to day replacement demands by CAF personnel. There are some exceptions, as several recruiting and training establishments maintain higher retail stock levels due to higher usage rates. Canada covers the cost of issuing all CAF operational clothing and equipment.
1.1.4 In order to increase efficiency in the government procurement process and adapt to an ever increasing pace of technological change within the textiles industry, the status quo system of OCF management within DND is no longer adequately responsive or sustainable over the long term. DND needs to adopt a more efficient and effective means of delivering OCF support to the CAF.
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1.2 Scope / Phases
1.2.1 For the OCF requirements, the contractor must provide a Managed Clothing Solution (MCS) encompassing the end-to-end delivery of clothing design, development, manufacturing or subcontracting, inventory management and warehousing, ordering and order distribution, and program data management services as further described within this Statement of Work (SOW). The MCS must ensure that CAF members have timely access to the proper clothing and accessories specific to their roles and responsibilities in order to properly execute their duties as safely as possible. The Contractor is responsible for meeting the requirements of the contract whether through use of their own facilities or through sub-contractors.
1.2.2 The quantities and nature of the items ordered and ordering frequency is subject to fluctuating demands at each ordering point and cannot be forecasted with accuracy. Historical usage of these items is available at Appendix 1 of Annex A. Appendix 1 is provided as a general indication of usage rates and does not necessarily reflect future requirements over the course of the contract.
1.2.3 The Contractor must provide a Managed Clothing Solution for contract line items in accordance with this SOW and the Reference Lists provided at Appendix 1 of Annex A. Implementation of the MCS contract will occur over four phases as follows:
a. Phase 1 – Transition-in Preparations;
b. Phase 2 – Delivery to Bases;
c. Phase 3 – Direct Delivery to Individual Military Members; and
d. Phase 4 – Transition-out.
1.2.4 OCFC2 Phase completion requirements are detailed in CDRL 013 and DID PM- 013.
1.3 Applicable Documents
1.3.1 The technical / manufacturing requirements of the OCF items within this SOW are cited in the Reference Lists which are provided as part of Appendix 1 of Annex A. DND reserves the right to alter and/or delete any or all of the Reference Lists and/or the data contained therein. All technical data (specifications, manufacturing data, drawings, figures, tables, sealed patterns, and paper patterns) are copyright of Her Majesty the Queen of Canada and/or DND.
1.3.2 The paper patterns that are available along with their supporting grade rule tables will be supplied in electronic format upon contract award. The pattern numbers
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(style codes) are identified in the Reference List. Patterns will not be provided for extended sizes or made-to-measure sizes. After contract award, the Contractor must read, interpret, manage, convert formats, use and maintain the electronic files without loss of data.
1.3.3 DND will provide drawings and illustrations in electronic format wherever possible. Where no electronic copies exist, DND will provide for the distribution of paper format drawings and illustrations.
1.3.4 Where available, following contract award sealed patterns (samples) for some line items will be provided to the Contractor. Sealed pattern numbers are identified in the Reference Lists. Sealed patterns are the authorized prototype of the item to be produced and will be provided only as a guide to the appearance of the item. Unless otherwise noted, they are not to be used as a substitute for the technical specification.
1.3.5 Discrepancies between any of the technical data listed in the Reference Lists must be brought to the attention of the DND TA for resolution before use is made of the data in question. Order of precedence for the technical data shall be:
a. Specifications/manufacturing data;
b. Paper patterns;
c. Drawings; and
d. Sealed patterns.
1.3.6 The following additional documents provide guidance applicable to the provision of a MCS. The Contractor must conform to and maintain working knowledge of the Government of Canada requirements, including, but not limited to, all amendments, any superseding instruments, and any subsequent requirements (i.e. regulations, directives, standards, etc.):
a. The Official Languages Act: http://laws.justice.gc.ca/en/O-3.01/
b. The Privacy Act: http://laws.justice.gc.ca/en/P-21/
c. Access to Information Act: http://laws.justice.gc.ca/en/A-1/
d. The Policy on Privacy Protection:
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http://www.tbs-sct.gc.ca/Pubs_pol/gospubs/TBM_128/CHAP1_1-2_e.asp
e. The Personal Information Protection and Electronic Documents Act: http://laws.justice.gc.ca/en/P-8.6/
f. Treasury Board of Canada Secretariat Standard on Web Accessibility: http://www.tbs-sct.gc.ca/pol/doc-eng.aspx?section=text&id=23601
g. Policy on Access to Information: http://www.tbs-sct.gc.ca/pubs_pol/gospubs/TBM_121/CHAP1_1_e.asp
h. Policy on Management of Information Technology: http://www.tbs-sct.gc.ca/pubs_pol/ciopubs/TB_IT/pmit-pgti_e.asp
i. Communications Policy of the Government of Canada: http://www.tbs-sct.gc.ca/pol/doc-eng.aspx?id=12316
j. Canadian and International Industrial Security Directorate (CIISD), Industrial Security Program: http://iss-ssi.pwgsc-tpsgc.gc.ca/index-eng.html
k. Guideline for Greening Services Procurement: http://www.tpsgc- pwgsc.gc.ca/ecologisation-greening/achats-procurement/politique-policy- eng.html
The Personal Information Protection and Electronic Documents Act (PIPEDA): http://priv.gc.ca/leg_c/leg_c_p_e.asp
l. The Project Management Institute guidelines and standards: http://www.pmi.org/PMBOK-Guide-and-Standards.aspx
m. C-01-100-100/AG-006 Writing Format and Production of Technical Publications.
1.4 Acronyms/Definitions
Term/Acronym Definition CA Contracting Authority – From Public Works and Government Services Canada (PWGSC). CAF Canadian Armed Forces CDRL Contract Data Requirements List CFSD Canadian Forces Supply Depot CRA Change Request and Authorization (form)
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Term/Acronym Definition CSA Canadian Standards Association DID Data Item Description DND Department of National Defence DRMIS Defence Resource Management Information System – A SAP-based integrated information system for the support of DND materiel acquisition and support, financial and managerial accounting business processes. e-business Electronic Business – The process of ordering goods electronically using the Internet or the Defence Information Network (DIN). Findings Small articles or tools used in making garments, shoes (thread, buckles, elastic, domes, etc). GAM Government Available Material – Material owned by Canada that may be made available for purchase by the contractor for manufacture of OCF items. ISO International Standards Organization KPI Key Performance Indicator – A measureable value that demonstrates the effectiveness of a business process at contributing to the attainment of key business objectives Manufacturing defect Manufacturing Defects includes but is not limited to: Sewing defects – include open seams, wrong stitching techniques used, thread not matched to garment, miss out of stitches, creasing of the garment, erroneous thread tension and raw edges; Colour defects – include a difference between the colour of final produced garment to the sample shown, accessories used are of wrong colour combination and mismatching of dye amongst the pieces; Sizing defects – include wrong gradation of sizes, a difference in measurement of a garment part from another (for example- sleeves of 'XL' size but body of 'L' size); and Garment defects – include faulty zippers, irregular hemming, loose buttons, improper button holes, uneven parts, inappropriate trimming, and a difference in fabric colours.
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Term/Acronym Definition MIL Master Item List – A comprehensive spreadsheet listing the OCF line items. The MIL includes NATO Stock Numbers, usage data and other information. Reference sheets, listing the specifications, patterns and technical data, also form part of the MIL for each OCF item. MCS Managed Clothing Solution NATO North Atlantic Treaty Organization NCR National Capital Region, defined as the cities of Ottawa and Gatineau in the Provinces of Ontario and Quebec respectively. NSN NATO Stock Number OCF Operational Clothing and Footwear – For purposes of this requirement, OCF may include non-clothing items (such as sleeping systems, load carriage systems and other operational gear) that collectively form the basic operational “suite” of items issued at the individual level. OCFC2 Operational Clothing and Footwear Consolidated Contract OMS Order Management System OSR On-site Representative – The role of the Contractor’s OSR is to act as the representative of the Contractor’s Project Manager within the National Capital Region (NCR). PA Procurement Authority – The PA is the representative of the department or agency for whom the Work is being carried out under the Contract. The PA is responsible for the implementation of tools and processes required for the administration of the Contract. The Contractor may discuss administrative matters identified in the Contract with the PA however the PA has no authority to authorize changes to the scope of the Work. Changes to the scope of Work can only be made through a contract amendment issued by the Contracting Authority.
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Term/Acronym Definition PM (DND) The Program Manager (DND PM) – The DND representative for whom the Work is being carried out under the Contract and who is responsible for all matters concerning the technical content of the Work under the Contract. Technical matters may be discussed with the DND PM; however, the DND PM has no authority to authorize changes to the scope of the Work. Changes to the scope of Work can only be made through a contract amendment issued by the Contracting Authority. PMP Program Management Plan PWGSC Public Works and Government Services Canada QMP Quality Management Plan SOW Statement of Work SRCL Security Requirements Checklist SRP Surge Requirement Plan TA The Technical Authority (TA) – The DND technical subject matter expert on OCF items. TDP Technical Data Package – Term used to collectively capture for each OCF item the technical specifications, drawings, patterns, sealed samples and other related information. TOP Transition-Out Plan UIC Unit Identification Code – A 4-digit number that identifies each unit in the Canadian Forces.
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2 REQUIREMENTS
2.1 Definitions of “Core” and “Taskings”
2.1.1 The Work provided under this SOW is either Core Work or Tasking Work.
2.1.2 Core Work is provided and invoiced under a firm line item unit cost and a firm line item mark up as per Annex B (Basis of Payment) of this SOW, and comprises that work described in Sections 3 to 6.
2.1.3 Tasking Work is “as and when requested work” provided and invoiced pursuant to an individual DND 626 Task Authorization authorized by the Procurement Authority or the Contracting Authority under the existing terms and conditions of the OCFC2 contract. Tasking Work comprises that work described in Sections 7 and 8 of this SOW.
2.1.4 The service provided must conform to the performance standards detailed in this SOW. The OCF items must conform to the technical specifications identified in the Reference Lists provided at Appendix 1 of Annex A.
2.2 Organization of the SOW
2.2.1 To facilitate Contract administration, all Core work is described first, and Tasking Work is described next. As a consequence, some topics may be discussed in more than one location.
2.3 Contract Phases
2.3.1 The Contractor must not proceed to work on phase 2, 3 or 4 of the work until written authorization is received from the DND PM prior to the commencement of each phase. The DND PM will provide a copy of the written authorization to the Contracting Authority (CA).
2.4 Data Item Descriptions (DID) and Contract Data Requirements List (CDRL)
2.4.1 The Contractor must prepare and deliver all data specified in each DID and associated CDRL.
2.4.2 Upon receipt of Canada’s comments, the Contractor must revise and resubmit all applicable data items as specified in the applicable CDRL. Appendix 11 of this SOW provides a summary of milestones and deliverables.
2.4.3 The descriptions and field contents of the CDRL are provided in Appendix 2 – OCFC2 Contract Data Requirements List (CDRL).
2.4.4 The descriptions and field contents of the DIDs are provided in Appendix 3 – OCFC2 Data Item Description (DID).
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2.5 Delivery of Data
2.5.1 Unless otherwise specified in a DID, the Contractor must prepare all data delivered under this SOW in appropriate programs from the Microsoft Office suite of software.
3 (CORE) PROVIDE OCF MCS / MANAGE THE PROGRAM
3.1 Provide Program Management Resources
3.1.1 The Contractor must provide the services of named resources within each of the following Resource categories:
a. Program Manager;
b. Deputy Program Manager; and
c. On-site Representative (OSR)
3.1.2 Responsibilities of the Contractor’s Program Manager must include, but are not necessarily limited to:
a. Act as the Contractor’s single point of contact for Canada for the Work, including all services, financial or invoice or contract-related issues, if any arise;
b. Act as the escalation point for service level management and dispute resolution activities;
c. Manage the Contractor’s resources and ensure that work is completed within the time, cost and performance parameters;
d. Liaise with the CA, DND PM and DND PA, and attend Contract meetings; and
e. Be responsible for quality oversight on all submitted deliverables.
3.1.3 The Program Manager’s minimum qualifications must include:
a. Have at least five years’ experience in the last eight years performing related work involving similar services to those described in para 3.1.2;
b. Have at least five years’ experience in the last 10 years performing programs / project management principles in a minimum of four of the
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following areas: finance management, personnel management, risk management, dispute resolution, resource scheduling and client relations;
c. Have experience in at least two programs / projects in the last 10 years involving transition of service delivery involving similar services to those described in para 3.1.2 and
d. Must be fluent in one official language and functional in the other.
3.1.4 The Contractor’s Deputy Program Manager must act as the back-up to the Contractor’s Program Manager in order to ensure uninterrupted execution of the Work in this SOW and prevent decision delays.
3.1.5 The Deputy Program Manager’s minimum qualifications must include:
a. Have at least three years’ experience in the last 10 years performing related work involving similar services to those described in para 3.1.2;
b. Have at least three years’ experience in the last eight years performing program / project management principles in a minimum of four of the following areas: finance management, personnel management, risk management, dispute resolution, resource scheduling and client relations;
c. Must be fluent in one official language and functional in the other.
3.1.6 The role of the Contractor’s OSR is to act as the representative of the Contractor’s Program Manager within the National Capital Region (NCR). The OSR position must be filled within 30 days of Contract award and must be maintained until six months following the DND PM declaring the “steady state” of the contract, or longer if required by the DND PM.
3.1.7 Responsibilities of the OSR must include, but are not necessarily limited to:
a. Facilitate through direct On-Site coordination with DND representatives the transfer of Technical Data Packages and establishment of a Configuration baseline on all OCF items;
b. Coordinate for the Contractor DND feedback and input in the development of the OMS; and
c. Assist with the transition planning for each phase.
3.1.8 The OSR’s work office will be co-located with DND TA personnel in the Louis St- Laurent Building, 555 Blvd de la Carrière, Gatineau, Qc. DND will provide office furniture, phone and computer equipment with access to the necessary software
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packages and network to conduct his/her tasks. Contractual limitations and constraints apply and are listed below:
a. All reports, documents, correspondence, processes and deliverables meant for DND use which are developed and/or updated by the Contractor personnel must be submitted to the DND PM for review;
b. The personnel of the Contractor providing the services must be independent of direct control by servants of Canada and are not in any respect employees or servants of Canada;
c. During the performance of the Contract, the Contractor or his personnel must not direct any departmental organizations, or any personnel of any third parties with whom Canada has or intends to contract, to perform any action;
d. At all times during the provision of the required services, the Contractor personnel are not to have access to any proprietary information including but not limited to financial information (including unit prices or rates) or technical information concerning any third parties with whom Canada has contracted or intends to contract, other than information that is in the public domain, (e.g. total value of contract(s) awarded). Proprietary technical information may be provided to Contractor personnel in the performance of the services if the “Non-Disclosure and Confidentiality Agreement” contained in the Request for Services is duly executed by the Contractor personnel; and
e. The Contractor must ensure that their personnel do not use Government of Canada or the Client Department designations, logos or insignia on any business cards, cubicle/office signs or written/electronic correspondence that in any manner lead others to perceive a Contractor’s personnel as being an employee of Canada.
3.1.9 The OSR’s minimum qualifications must include:
a. Have at least five years’ experience in the last 10 years performing Managed Clothing Solution services similar to those described in this SOW; and
b. Must be fluently bilingual in English and French.
3.2 Produce / Execute Program Management Plans
3.2.1 The Contractor must implement and maintain OCFC2 Program Management for the duration of the Contract.
3.2.2 The Contractor must institute a system of program / project management, which ensures that processes, documentation and reviews and audits are conducted, tracked,
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completed and archived in accordance with the requirements of this SOW.
3.2.3 The Contractor must, through effective implementation of the OCFC2 Program Management Plan, ensure that all products and services being delivered fully meet all requirements of this SOW.
3.2.4 The Contractor must prepare, deliver, maintain and update a Program Management Plan (PMP) in accordance with CDRL 001 and its associated DID (PM- 001). The PMP must describe the Contractor’s plan for organizing, staffing, controlling and directing the activities necessary to deliver the products and services and to satisfy the requirements of the SOW.
3.2.5 The Contractor must prepare, maintain and deliver a Master Project Schedule (MPS) and a Work Breakdown Structure (WBS) in accordance with CDRL 002 and its associated DID (PM-002). Once approved by DND, the MPS must be used as the baseline document against which activities will be scheduled and progress measured. The Contractor must provide updates to the MPS and to the WBS in accordance with CDRL 002 and its associated DID (PM-002).
3.2.6 The Contractor must prepare, maintain, update and deliver a Quality Management Plan (QMP) in accordance with CDRL 008 and its associated DID (PM- 008). The QMP will describe how the Contractor will conform to the specified quality requirements of the contract and specify how the quality assurance activities will be carried out, including quality assurance activities of sub-contractors.
3.2.7 The QMP must be approved by the DND PM before the initiation of Phase 2 (Delivery to Bases) will be authorized. Upon acceptance of the QMP by the DND PM, the Contractor must implement the QMP. In the performance of the work described within this SOW, the Contractor and any subcontractors must comply with the applicable quality management requirements. The Contractor must make appropriate amendments to the QMP throughout the term of the contract to reflect current and planned quality assurance activities. Amendments to the QMP must be acceptable to the DND PM.
3.2.8 The Contractor must obtain ISO 9001-2008 certification. The Contractor must provide PWGSC CA with a copy of the Registration Certificate and maintain the certification for the duration of the contract.
3.2.9 The Contractor must prepare, maintain, update and deliver a Surge Requirement Plan (SRP) in accordance with CDRL 012 and its associated DID (PM- 012). Appendix 10 provides a realistic sample scenario for a surge demand. The line items and quantities identified are intended to represent a possible demand in excess of the norm and are provided for awareness and general planning purposes only. Appendix 10 is not to be interpreted as a commitment on the part of Canada.
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3.2.10 The Contractor must develop, prepare, maintain, update and deliver a Performance Measurement Plan in accordance with CDRL 011 and its associated DID (PM-011). The Contractor PMP must address at minimum the DND Key Performance Indicators (KPIs) described in Annex F and may include any metrics or measures the Contractor feels appropriate to manage internal operations and track performance outcomes. The initial Performance Measurement Plan will be amended, if deemed necessary by Canada. Once approved by the DND PM the Contractor must implement the final Performance Measurement Plan.
3.2.11 At a minimum, the Contractor must propose within the Performance Measurement Plan suitable KPIs in the following performance areas:
a. Supply Chain Management - The Contractor must provide reports and analysis in an efficient and effective manner for any data collected and stored related to its provision of OCF items and management services to DND such as, but not limited to, inventory holdings, ordering patterns and history, orders processing time, returns, exchanges, deliveries, backorders, pricing, or any other information collected by the Contractor for any time period as requested by DND;
b. Customer Satisfaction (for both Phase 2 and Phase 3 of the contract) - Complaints received by the Contractor’s Client Service department are to be tracked. The Contractor must provide DND with a report of: the date and source of the complaint; a description and an order number for which the complaint was received; detailed summary of the complaint; and resolution method taken to address the complaint;
c. Financial performance (success in providing services that are cost-effective and represent Best Value);
d. Information accuracy and integrity (success in ensuring that required information is trustworthy, available and easily accessible); and
e. Innovation (a measurement of actions and efforts undertaken to integrate new technologies within OCF items). As an example; advances in textile technology may be leveraged to help reduce the heat load on the soldier in warm climates or reduce the potential for detection via his or her thermal signature.
3.2.12 Canada is committed to greening its supply chain. In April 2006, Canada issued a policy directing federal departments and agencies to take the necessary steps to acquire products and services that have a lower impact on the environment than those traditionally acquired. Assessing the environmental impact of a product or service involves considering the whole life cycle of the product or service, from the extraction of the raw material to its disposition at the end of its useful life. The Contractor must prepare, maintain, update and deliver a Green Procurement Plan in accordance with
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CDRL 007 and its associated DID PM-007. The final Green Procurement Plan, once approved by the CA and DND PM, will be implemented by the Contractor.
3.2.13 The Contractor shall implement and maintain an Environmental Management System (EMS) to control impacts resulting from their activities, products or services that is consistent with ISO 14001 - Environmental Management Systems; Requirements with Guidance for Use. Certification to this standard is preferred but not mandatory. The Technical Authority shall have the right to make examinations and such audits of the EMS as they may think fit.
3.2.14 The Contractor shall have an Occupational Health and Safety Management System (OHSMS) consistent with the principles presented in OHSAS 18001.
3.2.15 The EMS and OHSMS requirement is applicable to the Contractor. The Contractor shall make a reasonable effort to monitor and ensure that all subcontractors are in compliance with the applicable environmental, health and safety laws and regulations.
3.3 Manage Risk
3.3.1 The Contractor must develop and implement a Risk Management Program that meets the needs of the services and requirements set out in the SOW, including risk management processes, roles and responsibilities, and management system capabilities. The Contractor must include elements of this risk management program within the Program Management Plan (CDRL PM-001/DID PM-001).
3.3.2 At a minimum the program must:
a. Identify and analyze all medium and high risks;
b. Quantify each risk in terms of the probability of it occurring and the impact on cost, schedule and performance;
c. Outline mitigation strategies;
d. Detail contingency plans with timelines in the event that the intended risk mitigation strategies are unsuccessful;
e. Explain how risks will be monitored; and
f. Define the risk management process including:
1) the assignment of specific risks to specific individuals;
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2) the development and maintenance of a risk register including the method and frequency of update;
3) the process for assigning priorities to risks; and
4) meetings between the Contractor and DND to track, review and update risk items including the implementing of contingency plans.
3.4 Participate in Management Meetings
3.4.1 Coordination: The Contractor must ensure that the required data and personnel are available for each meeting. The Contractor's Program Manager must be present at all meetings.
3.4.2 Most meetings will be held in the National Capital Region (NCR) in DND facilities. The Contractor must have paper and electronic copies of all presentation material available to meeting attendees at each meeting. An authorized DND representative will chair the meetings.
3.4.3 Travel: As required, for meetings between the government and the Contractor, the Contractor is responsible for its own travel and accommodation costs and will not be reimbursed to attend meetings.
3.4.4 Meeting Documentation: The Contractor must prepare and deliver an agenda for each meeting in accordance with CDRL 003 and its associated DID (PM-003).
3.4.5 The Contractor must record the minutes at each meeting. The Contractor must prepare and deliver the Meeting Minutes in accordance with CDRL 004 and its associated DID (PM-004). The minutes must be used only as a record of proceedings. No change in the interpretation of the Program, SOW, cost, or schedule, as defined in the Contract, may be authorized by the minutes of a meeting. Such action will require a formal Contract amendment authorized by the CA.
3.4.6 Kick-off Meeting: The purpose of the Kick-off meeting is to review the terms, conditions and requirements of the Contract. The Contractor must schedule, plan and organize the meeting, at its own location, no later than 15 calendar days after contract award. The Contractor must be prepared to discuss the following agenda items: a. Contractor briefing on managing the OCFC2 contract; b. Roles and responsibilities of key personnel and points of contact; c. Key contract terms and program objectives; d. Deliverables / Timeline (review of CDRLs / DIDs); e. Communications: Procedures for monitoring and reporting progress; f. Procedures for managing risks and issues;
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g. Contract administration; and h. Site visit.
3.4.7 Progress Review Meetings: The Contractor must schedule, plan and organize Progress Review Meetings (PRMs) on a monthly basis or as and when required by Canada. During each PRM, the Contractor must include the following agenda items:
a. Program Management Issues, including risk management; b. Contractual Issues; c. Financial Issues; d. Technical Issues; e. Quality Assurance Issues; f. Performance Measurement Indicators; g. Environmental, Health and Safety Issues; and h. Other issues as deemed necessary.
3.4.8 Other Meetings: The Contractor and/or the DND PM may schedule informal reviews, such as teleconferences; briefings and technical interchange meetings, as required, to help achieve the requirements of the contract.
3.5 Provide Management Reports
3.5.1 The Contractor must prepare and deliver a report for any problems that impact, or have the potential to impact, the requirements of the contract in accordance with CDRL 006 and its associated DID (PM-006). The Contractor must formally notify the CA and DND PM of all items that could have a contractual impact, as they arise.
3.5.2 The Contractor must establish and maintain an Action Item Report (AIR) to monitor issues, assign responsibility, direct action and track status. The AIR must electronically store Action Item data in a searchable, structured file used to maintain a repository of historical information and to generate the AIR.
3.5.3 The Contractor must review the changes and additions to the AIR at the conclusion of each meeting. The resulting changes must be reflected in the Meeting Minutes.
3.5.4 The Contractor must collect, document, and preserve all pertinent information as mutually agreed between Canada and the contractor in the AIR. All information in the AIR must be retained for the duration of the Contract. The AIR must be accessible to the DND PM and the CA and other personnel authorized by the DND PM or CA.
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3.5.5 The Contractor must generate and deliver an up-to-date AIR in accordance with CDRL 005 and its associated DID (PM-005).
3.6 Conduct Quality Assurance / Quality Control
3.6.1 Pre-Production Quality Control. Prior to the start of production of each contract line item, the Contractor must submit the following to the DND TA for approval:
a. A sample of the contract line item, fully representative of the finished product demonstrating compliance with the specified technical requirements;
b. For rank patches and slip-ons, nametapes and other badges and insignia, two pre-production samples; and
c. Test reports in accordance with CDRL 014 and its associated DID (PM-014).
3.6.2 Production Samples. Upon request of the DND TA, at the start of production, five random production samples of rank patches, rank slip-ons, nametapes and other badges and insignia shall be forwarded to the DND TA to ensure item compliance with the approved pre-production samples. The pre-production and production samples submitted by the Contractor will be provided at no cost to Canada and will remain the property of Canada.
3.6.3 Routine Quality Assurance Requirements. In addition to the pre-production requirements outlined above the Contractor must also adhere to the following quality assurance requirements and Test documentation / reports in accordance with CDRL 014 and its associated DID (PM-014):
a. When there is a change in source of supply for textiles and components;
b. When there is a change in the manufacturer of the contract line item, pre- production requirements for samples apply;
c. When there is a major technical change to the item, pre-production requirements for samples apply;
d. During production:
1) For each textile, for each 10,000 metres consumed or annually if consumption is less;
2) Annually, for all knitted items;
3) Annually, for all leather; and
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4) At the discretion of the DND TA, a pre-production sample and / or additional testing of contract items may be required.
3.6.4 The samples, and test documentation as per DID (PM-014) must be forwarded to the DND TA transportation charges pre-paid and without charge to Canada. All samples submitted by the Contractor will remain the property of Canada.
3.6.5 DND TA approval is required prior to using any new material or material from a new supplier. The test intervals are subject to change and may be decreased or increased at the discretion of DND based on the test record and results achieved by the Contractor. Production testing shall be conducted by an independent laboratory accredited for the test method specified, or by an alternate laboratory approved in writing by the DND TA.
3.6.6 Sample Acceptance/Rejection. The DND TA will notify the Contractor in writing of the conditional acceptance, acceptance or rejection of the samples. A copy of this notification will be provided to the CA. If the pre-production samples are accepted by either full acceptance or conditional acceptance, the Contractor must proceed with production as per the Contract requirements. The Contractor must not commence or continue with production of the items and must not make any deliveries until the Contractor has received written notification from the DND TA that the pre-production samples are fully acceptable or conditionally acceptable. Any production of items before pre-production sample acceptance will be at the sole risk of the Contractor.
3.6.7 If first samples are rejected, second samples must be submitted within 20 calendar days of notification of requirement. Rejection of the second pre-production samples submitted by the Contractor for failing to meet the contract requirements may, at the discretion of the Government, be grounds for either removal of the item from the Contract, or for termination of the contract for default.
3.6.8 The notice of conditional acceptance or full acceptance will not relieve the Contractor from complying with all requirements and conditions of the Contract.
3.6.9 DND TA Visits. The Contractor will be required to facilitate annual or as required visits by the TAs for purpose of Quality Control of items, verification of TDPs or configuration management in general. These visits will be coordinated through the monthly Progress Review Meeting.
3.7 Prepare / Execute Phase 1 - MCS Transition In
3.7.1 The primary objective of Phase 1 is to establish the footing upon which OCF management services can be smoothly transitioned from DND to the Contractor. In order to achieve this objective the contractor must at a minimum:
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a. Establish an effective management structure as outlined in the “Manage The Program” Section of this SOW to support Contract requirements;
b. Establish a secure warehouse, automated inventory management system and a distribution network; and
c. Establish the necessary manufacturing capacity and/or supplier network to meet OCF demands.
3.7.2 The contractor must be prepared to receive DND stock within five months of contract award. DND expects Phase 1 completion to be no later than six months after contract award.
3.7.3 Once the DND PM is satisfied that all requirements of the Contractor in Phase 1 have been adequately met, DND will make arrangements to deliver the transition-in inventory from DND depots to the Contractor. Within two weeks of the completion of the DND inventory transfer, the Contractor must verify the inventory of all OCF inventory provided by DND and provide receipt confirmation in writing to DND that such inventory is accurate and correct.. This confirmation from the contractor to DND will mark the completion of Phase 1.
3.8 Prepare / Execute MCS Phase 2
3.8.1 The primary objective of Phase 2 is to provide OCF management services to the CAF via established Clothing Stores. Not later than one week following receipt of the letter of authorisation to proceed with Phase 2, the Contractor must be ready for DND to commence operational usage of the Contractor as the primary portal for OCF ordering, distribution and management services. For the duration of Phase 2, the ordering and distribution of OCF items will be between the Contractor and authorized DND Clothing Stores at CAF bases and units.
3.8.2 As an aide to DND Clothing Stores personnel and Technical Authorities, the Contractor must develop and maintain an electronic catalogue of all OCF items in accordance with CDRL 009 and its associated DID (PM-009). The catalogue will be in bilingual format (English and French) and made available on-line to authorized members. This requirement is separate, and in addition to, the catalogue requirements designed for the individual user within the OMS. The electronic catalogue must be complete and fully functional from the start of Phase two.
3.8.3 During Phase 2 the Contractor must:
a. From initial Contractor proposed and DND accepted minimum performance standards, meet Key Performance Indicators (KPIs) on a continual basis; and
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b. Develop and satisfactorily demonstrate an e-business based order management system (OMS) for individual military members (for use in Phase 3).
3.8.4 It is the intention of the DND to proceed to Phase 3 as defined within this SOW. However should the DND PM determine that it is not in DND’s best interests to proceed to Phase 3, Phase 2 will be declared the “steady state” for the duration of the contract.
3.9 Prepare / Execute MCS Phase 3
3.9.1 Once the DND PM is satisfied that all requirements of the Contractor in Phase 2 have been satisfactorily met by the Contractor, DND PM will authorize the commencement of Phase 3. The contractor must be ready to commence Phase 3 no later than one year after commencement of Phase 2, unless, DND decides that Phase 2 will be the steady state for the duration of the contract.
3.9.2 The primary objective of Phase 3 is to extend ordering and distribution services of a sub-set of the OCF items direct to individuals, while maintaining OCF management services to the CAF as established during Phase 2. The Contractor must develop and implement an e-business based OMS. Beginning in Phase 3 of the contract, the OMS must be ready to allow authorized individual military members to request OCF items for their personal use and have those items shipped to their home address.
3.9.3 The Contractor must provide a detailed outline of the development and implementation of the OMS within the PMP prepared in accordance with CDRL 001 and its associated DID (PM-001).
3.9.4 The Contractor must fully develop the OMS, and demonstrate its stability and functionality to the satisfaction of the DND PM, prior to receiving authorization to transition to Phase 3.
3.10 Prepare / Execute Phase 4 – MCS Transition Out
3.10.1 The objective is to ensure the smooth transition of the MCS from the Contractor to a Successor (a subsequent contractor or back to DND) upon expiration or termination of the contract. This must be accomplished without service disruptions to DND. Phase 4 commences upon receipt of written notification by the CA. The Contractor must submit a Transition-Out Plan (TOP) 30 days following the receipt of DND’s written notification, completed in accordance with CDRL 010 and its associated DID (PM-010).
3.10.2 The TOP will be a comprehensive plan detailing all administrative and managerial actions required to ensure a smooth transition to a successor. The Contractor must adhere to the following in Phase 4:
a. Maintaining the services established until the end of the transition;
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b. Working collaboratively and in good faith with DND and the Successor to ensure a timely and effective transition to the Successor; and
c. Completing the transfer of data, documents and transition stock to the Successor.
3.10.3 At the end of the contract, DND will purchase on hand inventory subject to quantity limitations specified in the Basis of Payment.
3.10.4 At the end of the contract period, the Contractor must:
a. Return all data it has collected during the course of providing OCF services (such as but not limited to CAF members data and ordering histories) to DND;
b. Return all OCF item Technical Data Packages originally transferred, developed or modified during the Contract to DND, free of all Contractor labels, branding and identification markings; and
c. Return to DND all OCF related guidelines, free of all Contractor labels, branding and identification markings.
d. Return all Canada owned inventory.
4 (CORE) PROVIDE OCF MCS / MANAGE INVENTORY
4.1 Manage DND Stock
4.1.1 The contractor shall have a secure area for the setup of a “Defence Resource Management Information System” (DRMIS) computer system terminal. This system is a SAP-based integrated information system for the support of DND Depot held stock supplied to the contractor. Requisitions and issue transactions for Canada stock will originate and be managed through this system. The contractor will use this system to manage Canada owned depot stock until all stock is exhausted. Training for this system shall be provided by DND for the operation and maintenance of the system.
4.1.2 As orders are filled from the inventory the change in inventory stock levels must be recorded into the contractor’s inventory management system. This must be completed during the fulfillment in order to provide the DND TA current, up to date information on inventory when accessing the inventory management system.
4.1.3 The Contractor must use an Automated Inventory Management and tracking system. The system as a minimum must:
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a. Allow for the rapid inputting of material into inventory and continuous tracking of all activities affecting the levels of material in inventory in all areas of the Contractor’s facility from reception of material through to distribution;
b. Provide secure information management for the DND inventory, completely separate from any other of the Contractor’s clients.
c. Be scalable in order to accommodate increases in the OCF inventory without diminishing the performance of the system;
d. Continuously compile information on the status of material in the inventory in order to fulfill the reporting functions required by the DND PM and this SOW;
e. Distinguish between Canada owned and Contractor owned stock. The management system must be integrated with ordering systems to ensure that orders processed take items in the correct sequence;
f. Retain a complete and detailed history of ordering and shipping for the duration of the contract;
g. Provide DND with access to review inventory levels for each item in real time, to include inventory of Canada-owned and Contractor-owned line items and textiles by generic NATO Stock Number (NSN) and specific NSN and value; and
h. Track usage by specific NSN, Clothing Store/consignee, element and gender where applicable.
4.1.4 The Contractor’s responsibility for all aspects of managing the inventory of OCF items includes the replenishment of the inventory as required. The Contractor must review and monitor the inventory on an ongoing basis, setting appropriate reorder points to ensure that the minimum inventory level required to meet requirements is available at all times. The Contractor’s systems and processes must have the capacity to monitor the activities carried out by any subcontractors as well as those conducted within their own facility to ensure that all materiel is produced and delivered on time and according to the relevant specifications. The Contractor must provide current information on the status of any of the materiel being produced for replenishing the inventory, on an individual item basis, at any time when requested by the designated DND representative.
4.1.5 At DND’s discretion, additional OCF items may be added to the inventory over the term of the contract. The Contractor must manage these items in the same manner as required for items entered at the start of the contract. These items may be for one time distribution, or may become an ongoing item added to the inventory and require future distribution and inventory replenishment. New inventory received must be
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entered into the inventory management system within 24 hours of receipt at the Contractor’s facility.
4.1.6 Any of the OCF items included in this requirement may have changes made to them, or may be deleted from the requirement or replaced by others over the term of the Contract. Related activities such as disposal of stock, purchase by DND, return of TDP will be coordinated through the DND TA and documented for configuration control purpose.
4.2 Procure Stock
4.2.1 The Contractor must issue Canada owned inventory prior to Contractor owned inventory.
4.2.2 When inventory transferred from DND to the Contractor is not available, the Contractor must supply (manufacture, subcontract or otherwise acquire) the contract line items in strict accordance with the authorized technical requirements specified in the contract and detailed in Appendix 1. Items must be produced using DND specifications, in the size range specified in the scales of measurement. The Contractor must hold in stock sufficient quantities to meet the delivery terms specified.
4.2.3 Textiles and components used to manufacture the items must be in accordance with the specifications cited in Appendix 1. Some textiles and components may be available for purchase from DND as GAM. When textiles or components are not available as GAM, the Contractor is responsible to procure them in accordance with the applicable specification.
4.2.4 The Contractor’s manufacturing systems and processes must have the capacity and flexibility to respond to routine ordering and distribution requirements, urgent requests requiring immediate fulfillment, and the capacity to respond to potential “surge” orders as described below.
4.2.5 Performance–based Specifications. Where the DND specifications provided are performance based, the Contractor must propose a minimum of two qualified options for DND consideration. Where the Contractor can only source a single qualified manufacturer, written justification must be provided to the DND TA to obtain a waiver to this requirement.
4.2.6 DND reserves the right to conduct user trials on the qualified options proposed as part of the selection and approval process. Trial quantities and other details will be outlined in the specific task. More than one qualified option may be approved by DND. Only DND approved options may be brought on inventory by the Contractor. These approved options may become available to military members as ‘’managed choice’’. If none of the proposed options are found suitable by the DND TA, the Contractor will be notified in writing. The Contractor must source and propose alternate options to meet the requirement within 30 days of the notification date.
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4.2.7 Canadian Disruptive Pattern (CADPAT). The CADPAT textile must be Canadian. A product containing imported components may also be considered Canadian for the purpose of this policy when it has undergone sufficient change in Canada, in a manner that satisfies the definition specified under the North American Free Trade Agreement (NAFTA) modified Rules of Origin. For the purposes of this determination, the reference in the NAFTA Rules of Origin to "territory" is to be replaced with "Canada".(Consult Annex 3.6 (9) of the Supply Manual.)
4.2.8 Textiles are considered to be Canadian goods according to a modified rule of origin:
Textiles and textile articles classified in Chapters 50 to 60 inclusive of the Harmonized System that are woven, knitted or otherwise manufactured from yarns or fibres in Canada, and further processed in Canada by dyeing, finishing, coating or other processes as applicable, will be considered Canadian textiles. Woven fabrics of 100% cotton or of polyester and cotton blends that are dyed and finished in Canada will be considered Canadian.
4.2.9 CADPAT fabric can be printed anywhere but must be woven in Canada. It is DND’s intent to encourage the CADPAT printing in Canada, as long as this approach is cost competitive. The Contractor must ensure sufficient quantities are available in all CADPAT variations to meet normal and surge demands.
4.2.10 Surge Orders - General. DND requires the capacity to deploy military forces on short notice anywhere in the world quickly and efficiently in response to Government direction. Such deployments may require the provisioning of specific OCF items in quantities and timeframes that significantly exceed routine ordering patterns. In some instances, where military long term deployments are established and managed on a known rotational basis, DND may be able to reasonably estimate surge requirements based on pre-deployment training cycles (example – the rotation of an infantry battalion into a theatre of operations every 6 months). In other instances, deployments may be directed on short notice with limited time for pre-deployment preparations. The Contractor must provide the inventory and/or have provisioning capacity to respond to surge orders in an agreed timeline.
4.2.11 Surge Orders - Forecasts. Where possible, the DND PM will provide as much advanced notice to the Contractor of a potential surge demand as may be practical. However, the extent of the surge demand, and the nature of line items that may be required to meet a potential surge demand, will not be possible to forecast with certainty. Surge demands are subject to several variables including, but not limited to, the size and source of the military contingent being deployed, geographical factors inherent in the theatre of operations, the nature of the mission, and the force protection measures required. In the event that the Contractor and DND cannot come to an agreement on the surge order requirements, in particular timelines, DND will have no other choice than to consider alternate source of supply for operational reasons.
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4.2.12 Custom Orders. The Contractor must establish the capability to fulfil custom orders. Custom orders will include the production of rank patches, rank slip-ons and name tapes as outlined in the specifications at Appendix 1 for these items. The Contractor must fulfill orders for these items such that they are “ready for wear” upon delivery without additional sewing or embroidery.
4.2.13 Special Sizing. Special Sizes will be submitted by DND Clothing Stores. The Contractor, where necessary, will be responsible for the production of items in sizes not included in the scale of measurements. The Contractor must utilize the body measurements submitted by DND. Canada will not provide paper patterns for these extended or made-to-measure sizes.
4.3 Warehouse / Secure Stock
4.3.1 Warehousing services for OCF items must consist of secure storage space with restricted (controlled) access. Items must be safeguarded against theft or loss; kept clean and unwrinkled in a controlled environment that will ensure the items are not subject to water, dampness, fire, chemicals, excessive heat or cold, soiling, stagnant air, odours, insects, pests, damage or alteration. The warehouse must be located within the geographical boundaries of Canada.
4.3.2 All CADPAT clothing items are deemed restricted items and are grouped in industrial segment 1 in Appendix 1 of Annex A. These items must be assembled in Canada and stored in a facility with proper access controls in place to properly safeguard them. Inventory controls must be in place to accurately track their location at all times, and commensurate care must be used when shipping these items to DND Clothing Stores and CAF members authorized to receive them.
4.4 Dispose of Surplus Stock
4.4.1 Surplus, obsolete and defective OCF items categorised as restricted within Appendix 1 of Annex A must be disposed of in a secure manner. The Contractor must provide upon DND request, secure recycling/disposal services, the type of which must be approved by the DND PM.
4.4.2 Whenever practical the Contractor must perform periodic bulk destruction rather than per item destruction. The Contractor must provide DND with a Certificate of Destruction to confirm completion and to provide an appropriate audit trail for any such authorized destruction of OCF restricted items during the contract. Appropriate disposal forms will be made available, as required, through the DND PM.
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4.5 Manage Technical Data Packages (TDPs) 4.5.1 General. The contractor must maintain all Technical Data associated with the contract. This includes original Technical Data provided by DND at the start of the contract, TDPs for items added during the contract and Technical Data modified or generated in completing any part of the Work.
4.5.2 Configuration Control. The Contractor must obtain concurrence from the DND TA for the configuration baseline of production items or any change to the configuration. Consistency of quality, patterns, fit, fabric and colour of each item must be maintained throughout the contract period.
4.5.3 Change Request. Design changes and/or modifications to the technical requirements of OCF items may be initiated by either DND or the Contractor. Changes or modifications must not be undertaken by the Contractor without authorization by the DND TA. A Change Request and Authorization (CRA) form (sample available at Appendix 9 to this Annex) must be used to record the change and authorization. The Contractor must track authorized modifications by line item, recording changes in sufficient detail to amend specifications.
4.5.4 Within the “Change Request” process, the Contractor must provide change recommendations and impact assessments. In order to be successful, the Contractor may have to review production engineering changes, waivers, deviations, and/or alterations and to come up with impact assessments to performance, reliability, maintainability, availability, quality, safety, and life-cycle cost.
4.5.5 Once design and technical changes to an OCF item are approved for implementation, the Contractor must update the TDP and send it to the DND TA for review within 30 days of the approval date. Once accepted by the DND TA, the updated TDP must be adopted as the new configuration baseline. The reference standard; C-01-100-100/AG-006 Writing Format and Production of Technical Publications, must be adhered to.
4.5.6 All TDPs provided by DND or developed as part of the Work must be returned to DND at the end of the contract or during the contract for items removed from the Master Item List (MIL). The CRA form must also be utilised for addition of new items to the Master Item List (MIL) or removal of items from the MIL.
5 (CORE) PROVIDE OCF MCS / DELIVER OCF ITEMS TO BASES
5.1 General. This section outlines the requirements for delivery of OCF items. While focused on CAF Bases as the primary customer, all requirements identified below apply to Section 6 for delivery of items to individuals except where unique requirements are specified within Section 6.
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5.2 Ordering
5.2.1 The Contractor must action orders received from authorized DND order points through the DRMIS terminal. Following exhaustion of Canada stock, initially transferred from the Depots, the DRMIS terminal will remain with the contractor for the purpose of ordering and invoicing.
5.2.2 Authorized DND order points are listed at Appendix 6 of this SOW (CAF Clothing Store List)
5.3 Provide Distribution Services 5.3.1 The Contractor is responsible for all distribution activities and deliveries of DND and Contractor’s inventory of items in response to incoming DND orders, including the timely and undamaged arrival of all items at the specified destination. This includes all tracking and reporting requirements up to confirmation of receipt at destination. The method of monitoring distribution employed by the Contractor must be capable of providing ongoing, up to date information on the status of any order from the time it leaves the point of departure to the arrival and acceptance at the specified destination. The system must be capable of providing current information on the status of any order at any time requested by a designated DND representative.
5.3.2 The Contractor must ensure that any items taken from inventory correspond to the items actually ordered. If any items are wrongly shipped, due to error on the part of the Contractor, the Contractor must be responsible for all costs incurred in replacing those items with the correct items, including shipping.
5.3.3 Packaging must be in accordance with good commercial practice to ensure arrival of all items at the destination in an undamaged condition. Boxes and other containers used for shipping must be of a sufficiently robust design to allow for their re- use as return packaging in the event of damaged items or incorrect shipments. Unless otherwise specified in an item “technical data package – TDP”, the minimum requirements must be in accordance with D-LM-008-036/SF-000.
5.3.4 All items delivered, with the exception of “special” sizes, must be labelled in accordance with the item specification. The Contractor must apply, on the package, bar code information for all items, using bar code symbology 128 in accordance with D-LM- 008-002/SF-001.
5.3.5 The Contractor must provide a bilingual (English, French) customer service function in order to respond to queries from DND offices. This function must respond to contacts made by telephone from 08:00 to 24:00 EST Monday to Friday (with the exception of Federal Statutory Holidays as defined below) to answer inquiries that may include, but not be limited to, order status, return procedures, return authorization and complaint resolution. The Contractor must provide a telephone messaging service system to capture messages left by customers between 24:01 to 07:59 EST. These
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messages must be addressed and returned by 12:00 EST the following business day.
5.3.6 For purposes of this contract, the following Federal Statutory Holidays shall be observed:
a. New Year’s Day; b. Good Friday; c. Easter Monday; d. Victoria Day; e. Canada Day; f. Labour day; g. Thanksgiving; h. Remembrance Day; i. Christmas Day; and j. Boxing Day.
5.3.7 Delivery Standards – Clothing Stores. For items ordered by Clothing Stores personnel, the Contractor must process the orders to ensure the goods are received by the order point in accordance with the following standards:
a. Regular Orders. No later than 21 calendar days from receipt of the order;
b. Urgent Orders. Urgent orders, when requested by DND ordering points, require authorization from the DND PM prior to being actioned. The Contractor must process urgent orders to ensure that goods are received by the order points no later than 5 business days from receipt of the DND PM’s authorization;
c. Custom Orders. Custom orders include the production of name tapes and rank patches that are specific to individual users. The Contractor must process custom orders to ensure that goods are received by the order points no later than 21 calendar days from receipt of the order; and
d. Special Sizes. The Contractor must process special size orders to ensure that goods are received by the order points no later than 28 calendar days from receipt of the order.
5.3.8 The delivery standards outlined above shall apply to shipping addresses within Canada and the continental USA. OCF items shall not be shipped to addresses outside this region without the permission of the DND PM.
5.3.9 The Contractor must ensure that if any items are shipped in error, due to a fault of the Contractor, the Contractor will be responsible for all costs incurred in replacing the items with the correct items, including additional shipping costs.
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5.4 Provide Orders Tracking
5.4.1 All order transactions must be tracked. As a minimum, the following information must be captured:
a. Base/consignee; b. PO/Order control number; c. NSN and description; d. Quantities ordered Canada owned item vs Contractor owned item; e. Date order received; f. Date order shipped; g. Date order delivered/signed for; h. Quantities shipped and backorder status; i. Line Item Cost of each Contractor owned item; j. Cost of shipping; and k. Total Cost including management fee.
5.4.2 All return transactions must be tracked. As a minimum, the following information must be captured:
a. Base/consignee; b. Original PO/Order control number; c. Return control number; d. NSN and description; e. Quantities returned; f. Date of receipt of return; g. Reason for return; h. Resolution taken; i. Date of resolution; and j. Cost/Credit to DND if applicable.
5.4.3 Complaints received both electronically or through Customer Service must be tracked by the Contractor and include the following information:
a. Source of complaint (Base/consignee); b. NSN and description; c. PO/Order number; d. Complaint description; e. Date of complaint; f. Resolution taken; and g. Date of resolution.
5.4.4 The Contractor must have the capability to confirm that goods have been received by the consignee prior to invoicing the Government.
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5.4.5 The Contractor must track production problems, shortages and other significant problems which may impact on filling of orders. Information tracked must include an overview of the nature of the problem, the items effected, corrective action required and/or taken, date the problem was first identified, dates of corrective actions taken and forecasted date of resolution.
6 (CORE) PROVIDE OCF MCS / DELIVER OCF ITEMS TO INDIVIDUALS
6.1 General. This section contains requirements pertaining to the delivery of OCF items to individuals. Requirements identified in Section 5 apply to the delivery to individuals unless specific direction below provides different requirements.
6.2 Operate an e-business based Order Management System (OMS)
6.2.1 The Contractor must develop and implement an e-business based OMS. Beginning in Phase 3 of the contract, the OMS must be ready to allow authorized individual military members to request OCF items for their personal use and have those items shipped to their home address.
6.2.2 The minimum functionalities and technical requirements of the OMS are included at Appendix 4 of Annex A.
6.2.3 The Contractor must provide a detailed outline of the development and implementation of the OMS within the PMP prepared in accordance with CDRL 001 and its associated DID (PM-001).
6.2.4 The Contractor must fully develop the OMS, and demonstrate its stability and functionality to the satisfaction of the DND PM, prior to receiving authorization to transition to Phase 3. The OMS Server must be located within the geographic boundaries of Canada.
6.3 Provide Distribution Services
6.3.1 The work identified in Section 5 is also required for delivery to Individuals.
6.3.2 For items ordered by authorized individuals, and shipped to home addresses, packaging must be of a nature to obscure the contents from the view of intermediate handlers and other third parties. Where practical, shipping containers may contain multiple different items ordered by the same individual. A bilingual “return instruction guide” must be included with each shipment along with the means for the authorized members to return the shipment to the Contractor without the member incurring shipping costs. Where returns are not due to Contractor error, the Contractor may recoup return shipping costs from DND.
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6.3.3 For items ordered in Phase 3 by authorized individual CAF members for personal use, the Contractor must process the orders to ensure the goods are received at the specified delivery address in accordance with the following standards:
a. Regular Orders. No later than 7 calendar days (excluding statutory holidays) from receipt of the order;
b. Custom Orders. Custom orders include the production of name tapes and rank patches that are specific to individual users. The Contractor must process custom orders to ensure that goods are received no later than 14 calendar days from receipt of the order; and
c. Special Sizes. The Contractor must process special size orders to ensure that goods are received no later than 21 calendar days from receipt of the order.
7 (TASKINGS) PROVIDE OCF MCS / PROVIDE PROFESSIONAL SERVICES
7.1 Manage Professional Services Tasks 7.1.1 The contractor must provide Professional Services on an “if, as, and when required” basis. These services are in addition to the core services of the Contract, which are covered by the all-inclusive Line Item Mark-up (LIM) defined in the Basis of Payment of the Contract. These additional professional services are priced separately as defined in the Basis of Payment and may be requested by Canada by means of the issuance of a Task Authorization form (DND 626). A sample DND 626 is available at Appendix 7 to this Annex. Each Task Authorization form will be accompanied by a SOW specifying the scope of work and timelines for completion.
7.1.2 Meeting scheduled under Tasking (DND 626): The Contractor will be reimbursed for previously authorized travel, accommodation and living expensed associated with the completion of a Tasking, in accordance with the Treasury Board Travel Directive. For further information refer to the current NJC Travel Directive at: http://www.njc-cnm.gc.ca/directive/travel-voyage/index-eng.php
7.1.3 For the performance of Professional Services, the Contractor must have available, and must identify the following labour classifications:
a. Designer, junior and senior;
b. Pattern Grader, junior and senior; and
c. Textile Technologist, junior and senior.
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7.1.4 Task Authorizations may include, but are not limited to:
a. Production of prototypes;
b. Support to user trials;
c. Development of design solutions that interpret user requirements;
d. Re-conditioning of OCF items;
e. Training services; and
f. Secure destruction.
8 (TASKINGS) PROVIDE OCF MCS / ANCILLARY SERVICES
8.1 Manage Ancillary Services Tasks 8.1.1 The MCS must provide for Ancillary Services, if required by DND. Ancillary Services may include, but not necessarily be limited to, tailoring, re-conditioning, custom embroidery, Permethrin treatment for CADPAT uniforms and other disposal services. Should DND require any of these services the DND PM will request them using a DND 626 form.
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Department of National Defence
Contract Data Requirements List for the Operational Clothing and Footwear Consolidated Contract (OCFC2)
Requisition Number: W8486-137549 DND Document #
Date: 17 June 2016 RDIMS # 3777839
Prepared by: DSSPM National Defence Headquarters Major General George R. Pearkes Building Ottawa, Ontario K1A 0K2
NOTICE This documentation has been reviewed by the technical authority and does not contain controlled goods.
AVIS Cette documentation a été révisée par l’autorité technique et ne contient pas de marchandises contrôlées.
OCFC2 - CDRL
1. Contract Data Requirements List (CDRL) Items List The following section lists the CDRLs (Block 2 – Title or Description of Data) attached to this Annex, including their CDRL number (Block 1 – Item Number) as well as their associated Data Item Description (DID) number (Block 4 – Authority: Data Item Number):
CDRL Title DID 001 Program Management Plan (PMP) PM-001 002 Master Project Schedule (MPS) and Work Breakdown Structure PM-002 (WBS) 003 Meeting Agenda PM-003 004 Meeting Minutes PM-004 005 Action Item Report (AIR) PM-005 006 Problem Report PM-006 007 Green Procurement Plan PM-007 008 Quality Management Plan (QMP) PM-008 009 Catalogue of Operational Clothing and Footwear (OCF) Items PM-009 010 Transition-Out Plan (TOP) PM-010 011 Performance Measurement Plan PM-011 012 Surge Requirement Plan (SRP) PM-012 013 OCFC2 Phase Completion Requirements PM-013 014 Quality Assurance / Quality Control Test Requirements PM-014 015 Annual Report Industrial and Technological Benefits (ITB) ITB-001 016 Tranche 2 Proposed Transactions ITB-002
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2. CDRL Definitions The following section defines the various blocks of information found on the CDRL forms: BLOCK A – SYSTEM / ITEM Provides the name of the System or Item for which the CDRL applies. BLOCK B – CONTRACT / RFP NUMBER Identifies the Contract or RFP for which the CDRL applies. BLOCK C – SOW IDENTIFIER Identifies the SOW for which the CDRL applies. BLOCK D – DATA CATEGORY Identifies the general category of the data for which the CDRL is being prepared. BLOCK E – CONTRACTOR Identifies the Contractor responsible for the delivery of the CDRL. BLOCK 1 – ITEM NUMBER The Item Number is a sequential three-digit number to uniquely identify the individual data item (CDRL number). Note that the 001-099 series is reserved to Project Management (PM) CDRLs, the 101-199 series is reserved to Systems Engineering (SE) CDRLs and the 201-299 series is reserved to Integrated Logistics Support (ILS) CDRLs. BLOCK 2 – TITLE OR DESCRIPTION OF DATA The title of the data item being referred to in this CDRL. BLOCK 3 – SUBTITLE This block contains the subtitle of the data item for the CDRL if the title requires further identification. BLOCK 4 – AUTHORITY (DATA ITEM NUMBER) Indicates the Data Item Description (DID) number to which this CDRL refers. BLOCK 5 – CONTRACT REFERENCE The specific paragraph number of the Contract Demand, Statement of Work, Request for Proposal, Specification, or other applicable document to assist in identifying the work effort associated with the data item. BLOCK 6 – REQUIRING OFFICE Identifies the technical office of primary interest responsible for defining the data requirement, reviewing, acceptance and/or approval of the data item, and ensuring the adequacy of the delivered data. BLOCK 7 – INSPECTION This block indicates the requirement for INSPECTION and ACCEPTANCE of the data. The following codes are used: CODE INSPECTION ACCEPTANCE SS Source Source DD Destination Destination SD Source Destination DS Destination Source
If no applicable code is available for the data item, this block is marked as N/A.
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BLOCK 8 – APPROVAL CODE (APP CODE) Indicates items of critical data requiring specific advanced written approval, such as test plans, identified by placing an "A" in this field. These data may require submission of a preliminary draft prior to publication of a final document. When a preliminary draft is required, Block 16 shall show the length of time for DND approval/disapproval and when the final submission is to be delivered. Block 16 also indicates the extent of the approval requirements, e.g., approval of technical content and/or format. If advance approval is not required, this block is marked as "N/A". BLOCK 9 – INPUT Indicates if data are the integrated results of specific inputs from associated contractors by placing an "X" in this block. Otherwise the block is left blank. BLOCK 10 – FREQUENCY This block indicates the frequency of the delivered data. The following frequency codes are used: ANNLY Annually ASGEN As generated ASREQ As required BI-MO Every 2 months BI-WK Every 2 weeks DAILY Daily MNTHY Monthly ONE/R One time with revisions OTIME One time QRTLY Quarterly R/ASR Revisions as required SEMIA Semi-annually WKLY Weekly BLOCK 11 – AS OF DATE For data items that are submitted only once, the "as of" date or associated constraint is indicated. The following abbreviations are used for the constraints: ASGEN As generated ASREQ As required DACA Days after contract award MACA Months after contract award EOM End of month EOQ End of quarter If the as-of date is not applicable, leave this block blank. BLOCK 12 – DATE OF 1ST SUBMISSION The initial submission date or associated constraint for the 1st submission of the data item is indicated in this block using typical abbreviations as listed above under Block 11.
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BLOCK 13 – DATE OF SUBSEQUENT SUBMISSION / EVENT The date(s) of subsequent submission(s) or associated constraint(s) of the data item is indicated in this block. The abbreviations used for the constraints are as listed above under Block 11. If no subsequent submission or associated are not involved, this block is marked as “N/A”. BLOCK 14 – DISTRIBUTION AND ADDRESSEES Indicates the addressees and the respective number of copies (hard copies and soft copies separately), for both the initial or original submissions (Sub-Block “Initial”), and for the final or subsequent submissions (Sub-Block “Final”), for which the data item is required. Column A contains addresses. The number of initial hard and soft copies for each addressee (as applicable) is indicated in Column B – INITIAL – Hard Copy and Column B – FINAL – Soft Copy. BLOCK 15 – TOTAL Indicates the total number of copies (hard copies and soft copies separately) required for both the original submission and for the final submission. BLOCK 16 – REMARKS Provides additional or clarifying information. Where other blocks refer to Block 16 – Remarks, then the associated block number is indicated with the information, and a “See Block 16” note would be entered in the referring block. BLOCKS 17 – 19 These blocks are for Contractor input as required as part of the RFP or Contract. These blocks are not used by TA. BLOCK – PREPARED BY This block identifies the CDRL originator’s name and designation. BLOCK – DATE This block indicates the date of the CDRL approval. BLOCK – APPROVED BY This block contains the identification information, such as name and designation, of the person approving the CDRL.
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3. Date Calculations Delivery dates are generally expressed in working days or calendar months, and are to be calculated as follows: Working days excludes weekends and the following designated holidays: New Year's Day,* Good Friday, Easter Monday, Victoria Day (the Monday on or immediately preceding 24 May), Canada Day (1 Jul),* Labour Day (first Monday in September), Thanksgiving Day (second Monday in October), Remembrance Day (11 Nov); and Christmas and Boxing Days.** Note: When a holiday marked with an asterisk (*) falls on a weekend, the following Monday will be taken as the designated holiday. When Christmas Day (**) falls on a Saturday, the following Monday and Tuesday will be taken as the designated Christmas/Boxing Day holidays. Months are based on date, e.g., the 15th to the 15th. When counting from the end of a month with more days than the target month, the due date will be the first day of the following month. For example, one month after 31 Jan is 1 Mar. In all cases if the due date falls on a weekend or holiday, the deliverable shall be due the following working day.
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CONTRACT DATA REQUIREMENTS LIST ITEM
A. SYSTEM / ITEM B. CONTRACT / RFP NUMBER Operational Clothing and Footwear Consolidated Contract TBD
C. SOW IDENTIFIER D. DATA CATEGORY E. CONTRACTOR OCFC2 SOW Management Data TBD
1. ITEM NUMBER 2. TITLE OR DESCRIPTION OF DATA 3. SUBTITLE CDRL 001 Program Management Plan (PMP) N/A
4. AUTHORITY (Data Item Number) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE PM-001 OCFC2 SOW Para 3.2.4 DND PM
7. INSPECTION 9. INPUT 10. FREQUENCY 12. DATE OF 1st SUBMISSION 14. DISTRIBUTION and ADDRESSEES DD ONE/R Bid Closing A. ADDRESS B. COPIES
8. APP CODE 11. AS OF DATE 13. DATE OF SUBSEQUENT INITIAL FINAL SUBMISSION / EVENT Hard Soft Hard Soft N/A See Block 16 R/ASR Copy Copy Copy Copy
16. REMARKS Block 11: The proposed PMP, initially submitted at Bid Closing for Bid PWGSC CA 1 1 1 Evaluation purposes will be reviewed sequentially: DND PM 1 2 1 Kick-Off Meeting at 15 daca - PMP main document without annexes PRM at 2 maca– PMP Annex A
PRM at 3 maca – PMP All remaining annexes The Contractor must finalize and re-submit the PMP within twenty working days following each review. Further reviews may be required as requested by DND PM.
PREPARED BY DATE APPROVED BY DSSPM
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CONTRACT DATA REQUIREMENTS LIST ITEM
A. SYSTEM / ITEM B. CONTRACT / RFP NUMBER Operational Clothing and Footwear Consolidated Contract TBD
C. SOW IDENTIFIER D. DATA CATEGORY E. CONTRACTOR OCFC2 SOW Management Data TBD
1. ITEM NUMBER 2. TITLE OR DESCRIPTION OF DATA 3. SUBTITLE CDRL 002 Master Project Schedule (MPS) And Work N/A Breakdown Structure (WBS)
4. AUTHORITY (Data Item Number) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE PM-002 OCFC2 SOW Para 3.2.5 DND PM
7. INSPECTION 9. INPUT 10. FREQUENCY 12. DATE OF 1st SUBMISSION 14. DISTRIBUTION and ADDRESSEES DD MNTHY Bid Closing A. ADDRESS B. COPIES
8. APP CODE 11. AS OF DATE 13. DATE OF SUBSEQUENT INITIAL FINAL SUBMISSION / EVENT Hard Soft Hard Soft N/A See Block 16 See Block 16 Copy Copy Copy Copy
16. REMARKS Block 11: The proposed MPS and WBS will be re-submitted 5 days PWGSC CA 1 1 1 before the kick-off meeting and will be reviewed during the kick-off meeting. The Contractor must finalize and submit the MPS and WBS DND PM 1 2 1 within twenty working days of the kick-off meeting. Upon DND PM DND PA 1 approval, the Contractor shall baseline the MPS and WBS. Block 13: The Contractor must submit MPS progress updates on a monthly basis. The Contractor must rebaseline the MPS and WBS only when directed to do so by the DND PM. Amendments must be approved by the DND PM.
Hard copies are only required for Baseline changes.
PREPARED BY DATE APPROVED BY DSSPM
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CONTRACT DATA REQUIREMENTS LIST ITEM
A. SYSTEM / ITEM B. CONTRACT / RFP NUMBER Operational Clothing and Footwear Consolidated Contract TBD
C. SOW IDENTIFIER D. DATA CATEGORY E. CONTRACTOR OCFC2 SOW Management Data TBD
1. ITEM NUMBER 2. TITLE OR DESCRIPTION OF DATA 3. SUBTITLE CDRL 003 Meeting Agenda N/A
4. AUTHORITY (Data Item Number) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE PM-003 OCFC2 SOW Para 3.5.4 DND PM
7. INSPECTION 9. INPUT 10. FREQUENCY 12. DATE OF 1st SUBMISSION 14. DISTRIBUTION and ADDRESSEES DD ASREQ See Block 16 A. ADDRESS B. COPIES
8. APP CODE 11. AS OF DATE 13. DATE OF SUBSEQUENT INITIAL FINAL SUBMISSION / EVENT Hard Soft Hard Soft N/A N/A See Block 16 Copy Copy Copy Copy
16. REMARKS Block 12: A preliminary Meeting Agenda must be submitted for review PWGSC CA 1 1 no later than five working days prior to each meeting. DND PM 1 1 Block 13: A revised Meeting Agenda, addressing the comments from PWGSC / DND, must be tabled at the beginning of the meeting and DND PA 1 1 distributed to all attendees. Response Time: PWGSC / DND will provide comments on the Meeting Agenda, including additions or deletions of discussion items, within three working days of receipt.
PREPARED BY DATE APPROVED BY DSSPM
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CONTRACT DATA REQUIREMENTS LIST ITEM
A. SYSTEM / ITEM B. CONTRACT / RFP NUMBER Operational Clothing and Footwear Consolidated Contract TBD
C. SOW IDENTIFIER D. DATA CATEGORY E. CONTRACTOR OCFC2 SOW Management Data TBD
1. ITEM NUMBER 2. TITLE OR DESCRIPTION OF DATA 3. SUBTITLE CDRL 004 Meeting Minutes N/A
4. AUTHORITY (Data Item Number) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE PM-004 OCFC2 SOW Para 3.5.5 DND PM
7. INSPECTION 9. INPUT 10. FREQUENCY 12. DATE OF 1st SUBMISSION 14. DISTRIBUTION and ADDRESSEES DD ASREQ See Block 16 A. ADDRESS B. COPIES
8. APP CODE 11. AS OF DATE 13. DATE OF SUBSEQUENT INITIAL FINAL SUBMISSION / EVENT Hard Soft Hard Soft N/A N/A See Block 16 Copy Copy Copy Copy
16. REMARKS Block 12: Draft Meeting Minutes must be submitted for review within PWGSC CA 1 1 1 ten working days following each meeting. DND PM 1 2 1 Block 13: The revised Meeting Minutes, addressing the comments from PWGSC / DND, must be submitted for approval within five working DND PA 1 days of receipt of comments. Response Time: PWGSC / DND will provide comments on the meeting minutes within five working days of receipt.
PREPARED BY DATE APPROVED BY
DSSPM 17. CONTRACT FILE / DOCUMENT 18. ESTIMATED NO 19. ESTIMATED PRICE 15. TOTAL 0 2 4 2 NUMBER OF PAGES $
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CONTRACT DATA REQUIREMENTS LIST ITEM
A. SYSTEM / ITEM B. CONTRACT / RFP NUMBER Operational Clothing and Footwear Consolidated Contract TBD
C. SOW IDENTIFIER D. DATA CATEGORY E. CONTRACTOR OCFC2 SOW Management Data TBD
1. ITEM NUMBER 2. TITLE OR DESCRIPTION OF DATA 3. SUBTITLE CDRL 005 Action Item Report (AIR) N/A
4. AUTHORITY (Data Item Number) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE PM-005 OCFC2 SOW Para 3.6.5 DND PM
7. INSPECTION 9. INPUT 10. FREQUENCY 12. DATE OF 1st SUBMISSION 14. DISTRIBUTION and ADDRESSEES DD MNTHY N/A A. ADDRESS B. COPIES
8. APP CODE 11. AS OF DATE 13. DATE OF SUBSEQUENT INITIAL FINAL SUBMISSION / EVENT Hard Soft Hard Soft N/A See Block 16 See Block 16 Copy Copy Copy Copy
16. REMARKS Block 11: The first AIR must be submitted with the Minutes of the kick- PWGSC CA 1 1 off meeting. DND PM 1 1 Block 13: The Contractor must submit AIR updates on a monthly basis. DND PA 1 1
PREPARED BY DATE APPROVED BY DSSPM
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CONTRACT DATA REQUIREMENTS LIST ITEM
A. SYSTEM / ITEM B. CONTRACT / RFP NUMBER Operational Clothing and Footwear Consolidated Contract TBD
C. SOW IDENTIFIER D. DATA CATEGORY E. CONTRACTOR OCFC2 SOW Management Data TBD
1. ITEM NUMBER 2. TITLE OR DESCRIPTION OF DATA 3. SUBTITLE CDRL 006 Problem Report N/A
4. AUTHORITY (Data Item Number) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE PM-006 OCFC2 SOW Para 3.6.1 DND PM
7. INSPECTION 9. INPUT 10. FREQUENCY 12. DATE OF 1st SUBMISSION 14. DISTRIBUTION and ADDRESSEES DD ASREQ N/A A. ADDRESS B. COPIES 8. APP CODE 11. AS OF DATE 13. DATE OF SUBSEQUENT INITIAL FINAL SUBMISSION / EVENT Hard Soft Hard Soft N/A See Block 16 N/A Copy Copy Copy Copy
16. REMARKS Block 11: Problems must be reported by phone and/or email to the DND PWGSC CA 1 1 PM within twenty-four hours of the initial occurrence, or identification of a potential problem. Problem Reports must be submitted by email DND PM 1 1 within twenty-four hours following the initial report. DND PA 1 1
PREPARED BY DATE APPROVED BY DSSPM
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CONTRACT DATA REQUIREMENTS LIST ITEM
A. SYSTEM / ITEM B. CONTRACT / RFP NUMBER Operational Clothing and Footwear Consolidated Contract TBD
C. SOW IDENTIFIER D. DATA CATEGORY E. CONTRACTOR OCFC2 SOW Management Data TBD
1. ITEM NUMBER 2. TITLE OR DESCRIPTION OF DATA 3. SUBTITLE CDRL 007 Green Procurement Plan (GPP) N/A
4. AUTHORITY (Data Item Number) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE PM-007 OCFC2 SOW Para 3.2.13 DND PM
7. INSPECTION 9. INPUT 10. FREQUENCY 12. DATE OF 1st SUBMISSION 14. DISTRIBUTION and ADDRESSEES DD ONE/R 4 MACA A. ADDRESS B. COPIES
8. APP CODE 11. AS OF DATE 13. DATE OF SUBSEQUENT INITIAL FINAL SUBMISSION / EVENT Hard Soft Hard Soft N/A See Block 16 R/ASR Copy Copy Copy Copy
16. REMARKS Block 11: The proposed GPP will be reviewed at the Progress Review PWGSC CA 1 1 1 Meeting (PRM) scheduled at 4 MACA. DND PM 1 2 1 The Contractor must finalize and submit the GPP within ten working days following this review. DND PA 1 1
PREPARED BY DATE APPROVED BY
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CONTRACT DATA REQUIREMENTS LIST ITEM
A. SYSTEM / ITEM B. CONTRACT / RFP NUMBER Operational Clothing and Footwear Consolidated Contract TBD
C. SOW IDENTIFIER D. DATA CATEGORY E. CONTRACTOR OCFC2 SOW Management Data TBD
1. ITEM NUMBER 2. TITLE OR DESCRIPTION OF DATA 3. SUBTITLE CDRL 008 Quality Management Plan (QMP) N/A
4. AUTHORITY (Data Item Number) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE PM-008 OCFC2 SOW Para 3.2.6 DND PM
7. INSPECTION 9. INPUT 10. FREQUENCY 12. DATE OF 1st SUBMISSION 14. DISTRIBUTION and ADDRESSEES DD ONE/R 4 MACA A. ADDRESS B. COPIES
8. APP CODE 11. AS OF DATE 13. DATE OF SUBSEQUENT INITIAL FINAL SUBMISSION / EVENT Hard Soft Hard Soft N/A See Block 16 R/ASR Copy Copy Copy Copy
16. REMARKS Block 11: The proposed QMP will be reviewed at the Progress Review PWGSC CA 1 1 1 Meeting (PRM) scheduled at 4 MACA. DND PM 1 1 1 The Contractor must finalize and submit the QMP prior to the initiation of Phase 2. DND PA 1 1
PREPARED BY DATE APPROVED BY DSSPM
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CONTRACT DATA REQUIREMENTS LIST ITEM
A. SYSTEM / ITEM B. CONTRACT / RFP NUMBER Operational Clothing and Footwear Consolidated Contract TBD
C. SOW IDENTIFIER D. DATA CATEGORY E. CONTRACTOR OCFC2 SOW Management Data TBD
1. ITEM NUMBER 2. TITLE OR DESCRIPTION OF DATA 3. SUBTITLE CDRL 009 Catalogue of OCF Items N/A
4. AUTHORITY (Data Item Number) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE PM-009 OCFC2 SOW Para 3.9.2 DND PM
7. INSPECTION 9. INPUT 10. FREQUENCY 12. DATE OF 1st SUBMISSION 14. DISTRIBUTION and ADDRESSEES DD ASREQ See Block 16 A. ADDRESS B. COPIES 8. APP CODE 11. AS OF DATE 13. DATE OF SUBSEQUENT INITIAL FINAL SUBMISSION / EVENT Hard Soft Hard Soft N/A N/A See Block 16 Copy Copy Copy Copy
16. REMARKS Block 12: A preliminary Catalogue must be submitted for review no later PWGSC CA 1 1 than six weeks prior to the start of Phase 2. DND PM 1 1 Block 13: A revised Catalogue, addressing the comments from DND, must be available from the start of Phase 2. DND PA 1 1 Response Time: DND will provide comments on the Catalogue, including additions or deletions of items, within ten working days of receipt.
PREPARED BY DATE APPROVED BY DSSPM
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CONTRACT DATA REQUIREMENTS LIST ITEM
A. SYSTEM / ITEM B. CONTRACT / RFP NUMBER Operational Clothing and Footwear Consolidated Contract TBD
C. SOW IDENTIFIER D. DATA CATEGORY E. CONTRACTOR OCFC2 SOW Management Data TBD
1. ITEM NUMBER 2. TITLE OR DESCRIPTION OF DATA 3. SUBTITLE CDRL 010 Transition-Out Plan (TOP) N/A
4. AUTHORITY (Data Item Number) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE PM-010 OCFC2 SOW Para 3.11.1 DND PM
7. INSPECTION 9. INPUT 10. FREQUENCY 12. DATE OF 1st SUBMISSION 14. DISTRIBUTION and ADDRESSEES DD ONE/R See Block 16 A. ADDRESS B. COPIES 8. APP CODE 11. AS OF DATE 13. DATE OF SUBSEQUENT INITIAL FINAL SUBMISSION / EVENT Hard Soft Hard Soft N/A See Block 16 R/ASR Copy Copy Copy Copy
16. REMARKS Block 11: The proposed TOP will be submitted no later than 30 calendar PWGSC CA 1 1 1 days following written notification of contract termination from the CA. The proposed TOP will be reviewed for approval during the next PRM. DND PM 1 1 1 The Contractor must finalize and submit the TOP within 1 month of the DND PA 1 1 1 PRM.
PREPARED BY DATE APPROVED BY DSSPM
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CONTRACT DATA REQUIREMENTS LIST ITEM
A. SYSTEM / ITEM B. CONTRACT / RFP NUMBER Operational Clothing and Footwear Consolidated Contract TBD
C. SOW IDENTIFIER D. DATA CATEGORY E. CONTRACTOR OCFC2 SOW Management Data TBD
1. ITEM NUMBER 2. TITLE OR DESCRIPTION OF DATA 3. SUBTITLE CDRL 011 Performance Measurement Plan (Perf MP) N/A
4. AUTHORITY (Data Item Number) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE PM-011 OCFC2 SOW Para 3.2.10 DND PM
7. INSPECTION 9. INPUT 10. FREQUENCY 12. DATE OF 1st SUBMISSION 14. DISTRIBUTION and ADDRESSEES DD R/ASR 3 MACA A. ADDRESS B. COPIES
8. APP CODE 11. AS OF DATE 13. DATE OF SUBSEQUENT INITIAL FINAL SUBMISSION / EVENT Hard Soft Hard Soft N/A See Block 16 R/ASR Copy Copy Copy Copy
16. REMARKS Block 11: The proposed Perf MP will be reviewed at the Progress PWGSC CA 1 1 1 Review Meeting (PRM) scheduled at 3 MACA. DND PM 1 1 1 The Contractor must finalize and submit the Perf MP prior to the initiation of Phase 2. DND PA 1 1
Block 13: The Contractor must adjust and resubmit the Performance Measurement Plan for further considerations as required through the Progress Review Meeting (PRM).
PREPARED BY DATE APPROVED BY DSSPM
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CONTRACT DATA REQUIREMENTS LIST ITEM
A. SYSTEM / ITEM B. CONTRACT / RFP NUMBER Operational Clothing and Footwear Consolidated Contract TBD
C. SOW IDENTIFIER D. DATA CATEGORY E. CONTRACTOR OCFC2 SOW Management Data TBD
1. ITEM NUMBER 2. TITLE OR DESCRIPTION OF DATA 3. SUBTITLE CDRL 012 Surge Requirement Plan (SRP) N/A
4. AUTHORITY (Data Item Number) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE PM-012 OCFC2 SOW Para 3.2.9 DND PM
7. INSPECTION 9. INPUT 10. FREQUENCY 12. DATE OF 1st SUBMISSION 14. DISTRIBUTION and ADDRESSEES DD ONE/R Bid Closing A. ADDRESS B. COPIES
8. APP CODE 11. AS OF DATE 13. DATE OF SUBSEQUENT INITIAL FINAL SUBMISSION / EVENT Hard Soft Hard Soft N/A See Block 16 R/ASR Copy Copy Copy Copy
16. REMARKS Block 11: The proposed SRP, initially submitted at Bid Closing for Bid PWGSC CA 1 1 1 Evaluation purposes will be reviewed at the Progress Review Meeting (PRM) scheduled at 5 MACA. DND PM 1 1 1 The Contractor must finalize and submit the SRP prior to the initiation of DND PA 1 1 Phase 2.
Block 13: The Contractor must adjust and resubmit the Surge Requirement Plan for further considerations as required through the Progress Review Meeting (PRM).
PREPARED BY DATE APPROVED BY DSSPM
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CONTRACT DATA REQUIREMENTS LIST ITEM
A. SYSTEM / ITEM B. CONTRACT / RFP NUMBER Operational Clothing and Footwear Consolidated Contract TBD
C. SOW IDENTIFIER D. DATA CATEGORY E. CONTRACTOR OCFC2 SOW Management Data TBD
1. ITEM NUMBER 2. TITLE OR DESCRIPTION OF DATA 3. SUBTITLE CDRL 013 OCFC2 Phase Completion Requirements n/a
4. AUTHORITY (Data Item Number) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE PM-013 OCFC2 SOW Para 1.2.4 DND PM
7. INSPECTION 9. INPUT 10. FREQUENCY 12. DATE OF 1st SUBMISSION 14. DISTRIBUTION and ADDRESSEES N/A R/ASR N/A A. ADDRESS B. COPIES
8. APP CODE 11. AS OF DATE 13. DATE OF SUBSEQUENT INITIAL FINAL SUBMISSION / EVENT Hard Soft Hard Soft N/A See Block 16 R/ASR Copy Copy Copy Copy
16. REMARKS Block 11: This CDRL and its related DID summarizes completion PWGSC CA 1 1 1 requirements for the passage between phases in the implementation of the OCFC2 MCS contract. DND PM 1 1 1 Data deliverables do not have specific due dates but are subject to DND PA 1 1 1 OCFC2 Phases completion authorized by the DND PM.
PREPARED BY DATE APPROVED BY DSSPM
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CONTRACT DATA REQUIREMENTS LIST ITEM
A. SYSTEM / ITEM B. CONTRACT / RFP NUMBER Operational Clothing and Footwear Consolidated Contract TBD
C. SOW IDENTIFIER D. DATA CATEGORY E. CONTRACTOR OCFC2 SOW Technical Data TBD
1. ITEM NUMBER 2. TITLE OR DESCRIPTION OF DATA 3. SUBTITLE CDRL 014 Quality Assurance (QA) / Quality Control (QC) N/A Test Requirements
4. AUTHORITY (Data Item Number) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE PM-014 OCFC2 SOW Para 3.7 DND PM
7. INSPECTION 9. INPUT 10. FREQUENCY 12. DATE OF 1st SUBMISSION 14. DISTRIBUTION and ADDRESSEES DD ASREQ ASREQ A. ADDRESS B. COPIES
8. APP CODE 11. AS OF DATE 13. DATE OF SUBSEQUENT INITIAL FINAL SUBMISSION / EVENT Hard Soft Hard Soft N/A ASREQ ASREQ Copy Copy Copy Copy
16. REMARKS DND TA 1 1 1 1
PREPARED BY DATE APPROVED BY DSSPM
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CONTRACT DATA REQUIREMENTS LIST
A. SYSTEM / ITEM B. CONTRACT Annual Report - Industrial and Technological Benefits (ITB)
C. SOW IDENTIFIER D. DATA CATEGORY E. CONTRACTOR n/a PM (ITB)
1. ITEM NUMBER 2. TITLE OR DESCRIPTION OF DATA 3. SUBTITLE ITB 001 Annual Report - ITB
4. AUTHORITY (Data Item Number) 5. CONTRACT REFERENCE__ 6. REQUIRING OFFICE ITB-001 ITB Terms and Conditions – Annex E, Clauses 2.2 and Innovation, Science and Economic 3 Development (ISED) - ITB Authority
7. INSPECTION 9. INPUT 10. FREQUENCY 12. DATE OF 1st SUBMISSION 14. DISTRIBUTION and ADDRESSEES
ANNLY 14 MACA 8. APP CODE
N/A 11. AS OF DATE 13. DATE OF SUBSEQUENT INITIAL FINAL SUBMISSION / EVENT Hard Soft Hard Soft Cop Copy Copy Copy Contract award ANNLY y
16. REMARKS Review period by IC – 6 months PWGSC CA 0 0 0 1 ISED ITB Auth 0 0 0 1
PREPARED BY DATE APPROVED BY
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CONTRACT DATA REQUIREMENTS LIST
A. SYSTEM / ITEM B. CONTRACT Tranche 2 ITB Transactions
C. SOW IDENTIFIER D. DATA CATEGORY E. CONTRACTOR n/a PM (ITB)
1. ITEM NUMBER 2. TITLE OR DESCRIPTION OF DATA 3. SUBTITLE ITB 002 Tranche 2 ITB Transactions
4. AUTHORITY (Data Item Number) 5. CONTRACT REFERENCE 6. REQUIRING OFFICE
ITB-002 ITB Terms and Conditions – Annex E, Clause 2.1.4.1 ISED - ITB Authority
7. INSPECTION 9. INPUT 10. FREQUENCY 12. DATE OF 1st SUBMISSION 14. DISTRIBUTION and ADDRESSEES
ONE/R 36 MACA 8. APP CODE
N/A 11. AS OF DATE 13. DATE OF SUBSEQUENT INITIAL FINAL SUBMISSION / EVENT Hard Soft Hard Soft Contract award R/ASR Copy Copy Copy Copy
16. REMARKS Review period by IC – 12 months PWGSC CA 0 0 1 1 SED ITB Auth 0 0 1 1
PREPARED BY DATE APPROVED BY
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OCFC2 CDRL Page 21 of 21 Department of National Defence APPENDIX 3 to ANNEX A – Data Item Descriptions
Department of National Defence
Data Item Descriptions for the Operational Clothing and Footwear Consolidated Contract (OCFC2)
Requisition Number: W8486-137549 DND Document #
Date: 17 June 2016 RDIMS 3777859
Prepared by: DSSPM National Defence Headquarters Major General George R. Pearkes Building Ottawa, Ontario K1A 0K2 NOTICE This documentation has been reviewed by the technical authority and does not contain controlled goods.
AVIS Cette documentation a été révisée par l’autorité technique et ne contient pas de marchandises contrôlées.
OCFC2 DID Page 1 of 22
Department of National Defence APPENDIX 3 to ANNEX A – Data Item Descriptions 1. List of Data Item Description (DIDs) The following section lists the Data Item Description (DIDs) (Block 1 – Title) attached to Appendix 3 of Annex A, including their DID number (Block 2 – Identification Number) as well as their associated calling Contract Data Requirements List (CDRL) number:
DID Title CDRL PM-001 Program Management Plan (PMP) 001 PM-002 Master Project Schedule and Work Breakdown Structure 002 PM-003 Meeting Agenda 003 PM-004 Meeting Minutes 004 PM-005 Action Item Report (AIR) 005 PM-006 Problem Report 006 PM-007 Green Procurement Plan 007 PM-008 Quality Management Plan (QMP) 008 PM-009 Catalogue of Operational Clothing and Footwear (OCF) Items 009 PM-010 Transition-Out Plan (TOP) 010 PM-011 Performance Measurement Plan 011 PM-012 Surge Requirement Plan (SRP) 012 PM-013 OCFC2 Phase Completion Requirements 013 PM-014 Quality Assurance / Quality Control Test Requirements 014 ITB-001 Annual Report Industrial and Technological Benefits (ITB) 015 ITB-002 Tranche 2 ITB Transactions 016
2. Data Item Description (DID) Definitions The following defines the various blocks of information found on the DID forms:
BLOCK 1 – TITLE The title of the data item for the DID.
BLOCK 2 – IDENTIFICATION NUMBER The DID number, consisting of a sequential three-digit number and prefixed with an abbreviation code, to uniquely identify the DID. Note that the 001-099 series is reserved to Project Management (PM) DIDs, the 101-199 series is reserved to Systems Engineering (SE) DIDs and the 201-299 series is reserved to Integrated Logistics Support (ILS) DIDs. The abbreviation codes used for the prefix are: “PM” for Project Management “SE” for Systems Engineering “ILS” for Integrated Logistics Support
BLOCK 3 – DESCRIPTION Provides a general description of the data content requirements.
BLOCK 4 – APPROVAL DATE Indicates the date of the originator's approval of the DID.
OCFC2 DID Page 2 of 22
Department of National Defence APPENDIX 3 to ANNEX A – Data Item Descriptions BLOCK 5 – OFFICE OF PRIMARY INTEREST (OPI) The office of primary interest for the review, acceptance and/or approval of the data item.
BLOCK 6 – GIDEP APPLICABLE An “X” indicates that the data is to be submitted by a Government organization or the Contractor to the Government/Industry Data Exchange Program (GIDEP). Otherwise the block is left blank.
BLOCK 7 – APPLICATION / INTERRELATIONSHIP Provides the application details and interrelationship of the data item to other DIDs or documents.
BLOCK 8 – ORIGINATOR Indicates the originator's office responsible for the DID. Typically reviews data items prior to their acceptance/approval and provides recommendations to the OPI.
BLOCK 9 – APPLICABLE FORMS Indicates any form associated with the DID.
BLOCK 10 – PREPARATION INSTRUCTIONS Provides the preparation instructions, including format and content requirements for the data.
OCFC2 DID Page 3 of 22
Department of National Defence APPENDIX 3 to ANNEX A – Data Item Descriptions
DATA ITEM DESCRIPTION
1. TITLE 2. IDENTIFICATION NUMBER Program Management Plan (PMP) PM-001
3. DESCRIPTION The Program Management Plan (PMP) must describe the Contractor’s processes and organization for integration and carrying out all management activities necessary to complete the Work required by the Contract within the approved schedule and meeting all contractual requirements. The PMP will be used to provide the DND PM insight into the Contractor’s project management practices and procedures as they apply to the Contract.
4. APPROVAL DATE 5. OFFICE OF PRIMARY INTEREST 6. GIDEP APPLICABLE DND / DGLEPM / DSSPM
7. APPLICATION / INTERRELATIONSHIP This Data Item Description (DID) contains the format, content and preparation instructions for the data product generated by the specific and discrete task requirements as delineated in the Contract.
8. ORIGINATOR 9. APPLICABLE FORMS DND / DGLEPM / DSSPM
10. PREPARATION INSTRUCTIONS - INSTRUCTIONS SUR LA PRÉSENTATION DES DONNÉES 10.1. Source Document 10.1.1. The applicable issue of the cited documents, including their approval dates, and dates of any applicable amendments and revisions must be as specified in the Contract.
10.2. Format
10.2.1. The PMP must be in the Contractor’s format and as further described.
10.3. Content
10.3.1. The PMP must describe the management processes, administrative procedures and the organizational structure that will be used to manage the Work required under the Contract. The PMP must further detail the practices and procedures for organizing, directing, executing, monitoring, communicating, reporting, managing risk, managing environmental health and safety issues and impacts, managing information, and closing of action items for all Work required by the Contract. The PMP must address in detail the above points through the following:
10.3.1.1. Overview: a. Purpose, Background, Scope and Objectives; b. Assumptions, Constraints and Risks; c. Deliverables; d. Organization Summary; and e. Schedule Summary. 10.3.1.2. Organization: a. Program Management Organizational Chart, including internal and external organizations as it pertains to this Contract; b. Roles and Responsibilities, including internal and external organizations; c. Escalating Lines of Communications, including sub-Contractors, to define movement of critical issues within Contract organization; and d. Description of Project Management Organization type – i.e. matrix org., specific project org. or multiple projects org.
OCFC2 DID Page 4 of 22
Department of National Defence APPENDIX 3 to ANNEX A – Data Item Descriptions
DATA ITEM DESCRIPTION
1. TITLE 2. IDENTIFICATION NUMBER Program Management Plan (PMP) PM-001
10.3.1.3. Management and Administrative Processes: The PMP must describe in detail the administrative and management activities for the following: a. Program Management Approach and Procedures; b. Procurement/Provisioning Management including Sub-Contractor Management; c. Schedule Control; d. Resource Allocation; e. Performance Monitoring; f. Continuous Improvement; g. Risk Management (RM) h. Information Management (IM); and i. Change Control Processes.
10.3.1.4. Key Management activities: Using separate annexes for each, the PMP must describe in detail the approach, planning, administrative and management activities for the following:
a. Transition-In Process & Activities; b. Development and implementation of the Order Management System (OMS); c. Warehouse Management; d. Inventory Control Management; e. Distribution Management; f. Configuration Management; and g. Design, Engineering and Technical Support Services + Ancillary Services Offer.
OCFC2 DID Page 5 of 22
Department of National Defence APPENDIX 3 to ANNEX A – Data Item Descriptions
DATA ITEM DESCRIPTION
1. TITLE 2. IDENTIFICATION NUMBER Master Project Schedule (MPS) and Work Breakdown PM-002 Structure (WBS)
3. DESCRIPTION The MPS details the activities, their sequencing, duration and dependencies against a calendar time-base and all WBS activities for the requirements of the Contract. The MPS and WBS detail all activities covering the complete duration of the Contract and any deviations from the baseline that will be established at contract award. Updates to the MPS and WBS provide the DND PM with the visibility of accomplishments to date at a level of detail that indicates overall performance.
4. APPROVAL DATE 5. OFFICE OF PRIMARY INTEREST 6. GIDEP APPLICABLE DND / DGLEPM / DSSPM
7. APPLICATION / INTERRELATIONSHIP This Data Item Description (DID) contains the format, content and preparation instructions for the data product generated by the specific and discrete task requirements as delineated in the Contract.
8. ORIGINATOR 9. APPLICABLE FORMS DND / DGLEPM / DSSPM
10. PREPARATION INSTRUCTIONS 10.1 FORMAT & STRUCTURE 10.1.1 The MPS must be prepared in MS Project and consist of a Gantt Chart reflecting activity start and end dates, expected activity duration, activity dependencies, critical path(s) and WBS element number, all against a calendar time base. 10.1.2 The WBS must be prepared in Contractor format, and comprise a WBS index, a graphical representation, and a WBS dictionary. 10.2 CONTENT 10.2.1 The MPS and WBS must reflect the entire scope of the Program work, including subcontracted activities. The WBS must be developed in as much detail as required to define the work effort necessary to successfully achieve the requirements of the contract. The MPS must include all WBS elements and tasks (those which define the level of reporting that the contractor will provide to Canada), all milestones and deliverables. The MPS must detail the sequencing, activity duration, events schedule against a calendar time base, milestones and all WBS activities down to the work package level that must occur for the objectives and cross-referenced requirements of the Contract to be achieved. The MPS must detail all activities covering the complete duration of the Contract. The MPS must be base-lined at contract award. 10.2.2 Updates to the MPS must clearly indicate actual progress to a specific date against the schedule baseline, and changes in activity start and end dates. The MPS baseline must be the measurement baseline for program performance. All baseline activity must be maintained and provided using the same WBS code of accounts entry on the Gantt chart incorporating any approved changes to activity start and finish dates. The baseline activity start dates, finish dates and updated start and finish dates must be uniquely identifiable at the activity level. 10.2.3 The MPS must show a time-phased sequence of upper level activities and events, and their relationship to the WBS elements and activities. 10.2.4 Each MPS activity must include all details associated with each WBS elements.
OCFC2 DID Page 6 of 22
Department of National Defence APPENDIX 3 to ANNEX A – Data Item Descriptions
DATA ITEM DESCRIPTION
1. TITLE 2. IDENTIFICATION NUMBER Meeting Agenda PM-003
3. DESCRIPTION Meeting Agendas set the venue and identify the items to be discussed at meetings.
4. APPROVAL DATE 5. OFFICE OF PRIMARY INTEREST 6. GIDEP APPLICABLE DND / DGLEPM / DSSPM
7. APPLICATION / INTERRELATIONSHIP This Data Item Description (DID) contains the format, content and preparation instructions for the data product generated by the specific and discrete task requirements as delineated in the Contract.
8. ORIGINATOR 9. APPLICABLE FORMS DND / DGLEPM / DSSPM
10. PREPARATION INSTRUCTIONS 10.1 FORMAT 10.1.1 The Meeting Agenda may be in the Contractor's format. 10.2 CONTENT 10.2.1 The Meeting Agenda must identify the venue and list the discussion items to be covered at the meeting. 10.2.1.1 Venue Elements. The Meeting Agenda must address the following elements venue as follows: a. Meeting Identification Number; b. Purpose (Descriptive title); c. Coordinating instructions (such as date, time and location); and d. Attendees. 10.2.1.2 Discussion items. The Meeting Agenda must address the discussion items through the following sections: a. Opening Remarks; b. Agenda Review; c. Review of Previous Minutes; d. Opened Discussion Items; e. New Discussion Items; f. Review of Action Items; g. Next Venue; and h. Closing Remarks.
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Department of National Defence APPENDIX 3 to ANNEX A – Data Item Descriptions
DATA ITEM DESCRIPTION
1. TITLE 2. IDENTIFICATION NUMBER Meeting Minutes PM-004
3. DESCRIPTION Meeting Minutes consist of the detailed records of proceedings, discussions, decisions and action items from meetings.
4. APPROVAL DATE 5. OFFICE OF PRIMARY INTEREST 6. GIDEP APPLICABLE DND / DGLEPM / DSSPM
7. APPLICATION / INTERRELATIONSHIP This Data Item Description (DID) contains the format, content and preparation instructions for the data product generated by the specific and discrete task requirements as delineated in the Contract.
8. ORIGINATOR 9. APPLICABLE FORMS DND / DGLEPM / DSSPM
10. PREPARATION INSTRUCTIONS 10.1 FORMAT 10.1.1 The Meeting Minutes may be in the Contractor's format. 10.2 CONTENT 10.2.1 The Meeting Minutes must contain the detailed records of proceedings, discussions, decisions and action items from the meeting. The detailed records must be presented through the following sections: a. General - including meeting identification number, purpose, date, time and location; b. Attendees; c. Opening Remarks; d. Agenda Review; e. Review of previous Minutes; f. Discussion Items - Including a summary record of proceedings, discussions, decisions, information addressees, action addressees and action completion date, for each item; g. Next Venue; h. Closing Remarks; and i. Signatures of Contractor's Program Manager and signatures of the CA and the DND PM.
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Department of National Defence APPENDIX 3 to ANNEX A – Data Item Descriptions
DATA ITEM DESCRIPTION
1. TITLE 2. IDENTIFICATION NUMBER Action Item Report (AIR) PM-005
3. DESCRIPTION The AIR provides itemized, dated and up-to-date records of all approved Contractor, Public Works and Government Services Canada (PWGSC) and DND action items. 4. APPROVAL DATE 5. OFFICE OF PRIMARY INTEREST 6. GIDEP APPLICABLE DND / DGLEPM / DSSPM
7. APPLICATION / INTERRELATIONSHIP This Data Item Description (DID) contains the format, content and preparation instructions for the data product generated by the specific and discrete task requirements as delineated in the Contract.
8. ORIGINATOR 9. APPLICABLE FORMS DND / DGLEPM / DSSPM
10. PREPARATION INSTRUCTIONS 10.1 FORMAT 10.1.1 The AIR must be in the Contractor's format using DND compatible software – approved by the DND PM and generated from a searchable, structured issue tracking file used to maintain a repository of historical information for the duration of the Contract. 10.2 CONTENT 10.2.1 The AIR must contain the itemized, dated and up-to-date records of all approved Contractor, PWGSC and DND action items, and include the following data: a. Action item ID and Title; b. Description; c. Traceability to primary document, meeting minutes, report or activity; d. Date opened; e. Action addressee(s); f. Status; g. Date required to be closed; h. Date closed; and i Resolution. 10.2.2 The AIR must list the action items sorted in the following order: a. Project Management - General; b. Order Management System (OMS); c. Warehousing and Inventory Management; d. Provisioning Issues; e. Design and Engineering Support; f. Performance Measurement; g. Quality Management; h. Financial Issues; i. Environmental, Health and Safety Issues; and j. Other issues
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Department of National Defence APPENDIX 3 to ANNEX A – Data Item Descriptions
DATA ITEM DESCRIPTION
1. TITLE 2. IDENTIFICATION NUMBER Problem Report PM-006
3. DESCRIPTION Problem Reports must describe matters that may significantly impact the Contract.
4. APPROVAL DATE 5. OFFICE OF PRIMARY INTEREST 6. GIDEP APPLICABLE DND / DGLEPM / DSSPM
7. APPLICATION / INTERRELATIONSHIP This Data Item Description (DID) contains the format, content and preparation instructions for the data product generated by the specific and discrete task requirements as delineated in the Contract.
8. ORIGINATOR 9. APPLICABLE FORMS DND / DGLEPM / DSSPM
10. PREPARATION INSTRUCTIONS 10.1 FORMAT 10.1.1 Problem Reports may be in the Contractor's format. 10.2 CONTENT 10.2.1 Problem Reports must contain the following minimum information: a. Originator, date and identification number; b. Essence of situation that prompts the report; c. Identification of significant problems (e.g. Quality problems, logistical problems, etc.); d. Impacts, if applicable, on Project Master Schedule (PMS); e. Impacts on other items, components or aspects of the Contract (e.g. deliverables, risk, requirements, materials, etc.); f. Actions taken to date; g. Recommendations from the Contractor's Program Manager.
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Department of National Defence APPENDIX 3 to ANNEX A – Data Item Descriptions
DATA ITEM DESCRIPTION
1. TITLE 2. IDENTIFICATION NUMBER Green Procurement Plan PM-007
3. DESCRIPTION The Green Procurement Plan reflects the Contractor’s current Green Procurement activities and commitments. It goes beyond ISO 14001 standard to reach as much as possible the intent of the Canadian Government Green Procurement Policy issued in April 2006.
4. APPROVAL DATE 5. OFFICE OF PRIMARY INTEREST 6. GIDEP APPLICABLE DND / DGLEPM / DSSPM
7. APPLICATION / INTERRELATIONSHIP This Data Item Description (DID) contains the format, content and preparation instructions for the data product generated by the specific and discrete task requirements as delineated in the Contract.
8. ORIGINATOR 9. APPLICABLE FORMS DND / DGLEPM / DSSPM
10. PREPARATION INSTRUCTIONS 10.1 FORMAT 10.1.1 Contractor's format. 10.2 CONTENT 10.2.1 Contractor Environmental Attributes: a. ISO 14000 series certification status; b. Environmental management policies and practices; c. Involvement with / use of other government and private organizations published standards, indexes, metrics, guides applicable to Green Procurement (Green SCOR®, Higgs Index, SMART© Sustainable Textile Standard, Oeko Tex ® Standard 100, Sustainable Textile Production (STeP)); d. Involvement with Green / Environmental Groups & Organizations in Canada and in the world; e. History of environmental initiatives; f. Product recycling programs; g. Waste disposal programs; h. Energy and water consumption programs; and i. Plans for environmental improvements. 10.2.2 Contractor Environmental Commitment: Environment Sustainment and Waste Management commitments including Environmental assessment impacts, supplier’s capability and integration of environmental criteria into the Supply Chain.
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Department of National Defence APPENDIX 3 to ANNEX A – Data Item Descriptions
DATA ITEM DESCRIPTION
1. TITLE 2. IDENTIFICATION NUMBER Quality Management Plan (QMP) PM-008
3. DESCRIPTION The Quality Management Plan must present the Contractor’s detailed plan to establish and monitor the appropriate Quality Indicators necessary to meet the requirements of the contract.
4. APPROVAL DATE 5. OFFICE OF PRIMARY INTEREST 6. GIDEP APPLICABLE DND / DGLEPM / DSSPM
7. APPLICATION / INTERRELATIONSHIP This DID contains the format, content and preparation instructions for the data product generated by the specific and discrete task requirements as delineated in the Contract.
8. ORIGINATOR 9. APPLICABLE FORMS DND / DGLEPM / DSSPM
11. PREPARATION INSTRUCTIONS - INSTRUCTIONS SUR LA PRÉSENTATION DES DONNÉES 11.1. Source Document 11.1.1. The applicable issue of the cited documents, including their approval dates, and dates of any applicable amendments and revisions must be as specified in the Contract.
11.2. Format
11.2.1. The Quality Management Plan must be in the Contractor’s format and as further described.
11.3. Content
11.3.1. The Quality Management Plan (QMP) must be prepared in accordance with the most recent version of ISO 10005, “Quality Management Systems – Guidelines for Quality Plans”. The QMP must describe how the Contractor will conform to the specified quality requirements of the contract and specify how the quality assurance activities will be carried out, including quality assurance activities of sub- contractors.
11.3.2. The Contractor must make appropriate amendments to the QMP throughout the term of the contract to reflect current and planned quality assurance activities.
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Department of National Defence APPENDIX 3 to ANNEX A – Data Item Descriptions
DATA ITEM DESCRIPTION
1. TITLE 2. IDENTIFICATION NUMBER Catalogue of OCF Items PM-009
3. DESCRIPTION Electronic catalogue available on-line of all OCF items.
4. APPROVAL DATE 5. OFFICE OF PRIMARY INTEREST 6. GIDEP APPLICABLE DND / DGLEPM / DSSPM
7. APPLICATION / INTERRELATIONSHIP This Data Item Description (DID) contains the format, content and preparation instructions for the data product generated by the specific and discrete task requirements as delineated in the Contract.
8. ORIGINATOR 9. APPLICABLE FORMS DND / DGLEPM / DSSPM
10. PREPARATION INSTRUCTIONS 10.1 FORMAT 10.1.1 The Catalogue must be bilingual (English and French) and in the Contractor's format. It must be made available on line to the authorized members through the web via internet. 10.2 CONTENT 10.2.1 The electronic catalogue must, as a minimum, include the following for each OCF item:
a. An accurate description of the OCF item as per DND specifications;
b. A photo of the item (to be made available through the first 6 months of Phase 2);
c. NATO stock number, including size breakdown as applicable; and
d. Line Item Unit Cost.
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Department of National Defence APPENDIX 3 to ANNEX A – Data Item Descriptions
DATA ITEM DESCRIPTION
1. TITLE 2. IDENTIFICATION NUMBER Transition-Out Plan (TOP) PM-010
3. DESCRIPTION The Transition-Out Plan (TOP) must present in chronological order, the detailed description of each action item the Contractor must complete in order to ensure a timely and efficient transition to a new Contractor.
4. APPROVAL DATE 5. OFFICE OF PRIMARY INTEREST 6. GIDEP APPLICABLE DND / DGLEPM / DSSPM
7. APPLICATION / INTERRELATIONSHIP This DID contains the format, content and preparation instructions for the data product generated by the specific and discrete task requirements as delineated in the Contract.
8. ORIGINATOR 9. APPLICABLE FORMS DND / DGLEPM / DSSPM
12. PREPARATION INSTRUCTIONS - INSTRUCTIONS SUR LA PRÉSENTATION DES DONNÉES 12.1. Source Document 12.1.1. The applicable issue of the cited documents, including their approval dates, and dates of any applicable amendments and revisions must be as specified in the Contract.
12.2. Format
12.2.1. The TOP must be in the Contractor’s format and as further described.
12.3. Content
12.3.1. The TOP must consolidate the management processes, administrative procedures and organizational structure that will be used to manage the Work under Phase 4 of the contract.
12.3.1.1. Overview: a. Purpose, Background, Scope and Objectives; b. Assumptions, Constraints and Risks; c. Tasks and deliverables; d. Organization Summary; and e. Schedule Summary. 12.3.1.2. Organization: a. Transition Management Organizational Chart, including internal and external organizations as it pertains to the transition Phase; b. Roles and Responsibilities, including internal and external organizations; and c. Escalating Lines of Communications, including sub-Contractors, to define movement of critical issues within Contract organization. 12.3.1.3. Management Processes: a. Transition Management Approach and Procedures; b. Sub-Contractor Management; c. Schedule control; d. Resource Allocation; e. Quality Assurance; f. Performance Monitoring;
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Department of National Defence APPENDIX 3 to ANNEX A – Data Item Descriptions
DATA ITEM DESCRIPTION
1. TITLE 2. IDENTIFICATION NUMBER Transition-Out Plan (TOP) PM-010
g. Reporting; h. Communications; i. Problem resolution; j. Risk Management (RM) k. Environmental, Health and Safety Issues Management; l. Information Management (IM); and m. Change Control Processes.
OCFC2 DID Page 15 of 22
Department of National Defence APPENDIX 3 to ANNEX A – Data Item Descriptions
DATA ITEM DESCRIPTION
1. TITLE 2. IDENTIFICATION NUMBER Performance Measurement Plan PM-011
3. DESCRIPTION The Performance Measurement Plan must present the Contractor’s detailed plan to establish and monitor the appropriate performance indicators necessary to meet the requirements of the contract.
4. APPROVAL DATE 5. OFFICE OF PRIMARY INTEREST 6. GIDEP APPLICABLE DND / DGLEPM / DSSPM
7. APPLICATION / INTERRELATIONSHIP This DID contains the format, content and preparation instructions for the data product generated by the specific and discrete task requirements as delineated in the Contract.
8. ORIGINATOR 9. APPLICABLE FORMS DND / DGLEPM / DSSPM
13. PREPARATION INSTRUCTIONS - INSTRUCTIONS SUR LA PRÉSENTATION DES DONNÉES 13.1. Source Document 13.1.1. The applicable issue of the cited documents, including their approval dates, and dates of any applicable amendments and revisions must be as specified in the Contract.
13.2. Format
13.2.1. The Performance Measurement Plan must be in the Contractor’s format and as further described.
13.3. Content
13.3.1. The Performance Measurement Plan must consolidate the management processes, administrative procedures and organizational structure that will be used to manage and monitor performance measurement.
13.3.1.1. Overview: a. Purpose, Background, Scope and Objectives; b. Assumptions, Constraints and Risks; and c. Deliverables. 13.3.1.2. Organization; a. Roles and Responsibilities, including internal and external organizations; and b. Escalating Lines of Communications, including sub-Contractors where applicable. 13.3.1.3. Content: The Performance Measurement Plan will include, but not necessarily limited to, the following elements:
a. A detailed description of the proposed data inputs to be used and how they will be collected; b. A description of the Key Performance Indicators (KPI) including details regarding what the KPI purports to demonstrate, how the KPI contributes to the overall performance management system, and the data inputs used to derive the KPI; c. The frequency of data input collection and KPI updates; and d. Administrative aspects outlining how the PM Plan will be managed and administered.
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Department of National Defence APPENDIX 3 to ANNEX A – Data Item Descriptions
DATA ITEM DESCRIPTION
1. TITLE 2. IDENTIFICATION NUMBER Surge Requirement Plan (SRP) PM-012
3. DESCRIPTION The SRP must present the Contractor’s detailed plan to fulfill surge requirements in a timely manner.
4. APPROVAL DATE 5. OFFICE OF PRIMARY INTEREST 6. GIDEP APPLICABLE DND / DGLEPM / DSSPM
7. APPLICATION / INTERRELATIONSHIP This DID contains the format, content and preparation instructions for the data product generated by the specific and discrete task requirements as delineated in the Contract.
8. ORIGINATOR 9. APPLICABLE FORMS DND / DGLEPM / DSSPM
14. PREPARATION INSTRUCTIONS - INSTRUCTIONS SUR LA PRÉSENTATION DES DONNÉES 14.1. Source Document 14.1.1. The applicable issue of the cited documents, including their approval dates, and dates of any applicable amendments and revisions must be as specified in the Contract.
14.2. Format
14.2.1. The SRP must be in the Contractor’s format and as further described.
14.3. Content
14.3.1. The SRP must consolidate the management processes, administrative procedures and organizational structure that will be used to fulfil surge requirements.
14.3.1.1. Overview: a. Purpose, background, scope and objectives; b. Assumptions and constraints; and c. Roles and responsibilities, including internal and external organizations. 14.3.1.2. Content:
The SRP will include, but not necessarily be limited to, the following elements: a. A detailed description of any proposed data inputs to be used, their source, and how they will be collected; b. A detailed description of the Contractor’s approach, or approaches, to fulfilling surge requirements (example – stock on hand, redundant suppliers, textile management, etc.); c. A detailed description of the risks and the risk mitigation strategies employed; and d. Administrative aspects outlining how the SRP will be managed and administered.
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Department of National Defence APPENDIX 3 to ANNEX A – Data Item Descriptions
DATA ITEM DESCRIPTION
1. TITLE 2. IDENTIFICATION NUMBER OCFC2 Phase Completion Requirements PM-013
3. DESCRIPTION This DID provide clarifications on the different requirements related to the OCFC2 phases completion.
4. APPROVAL DATE 5. OFFICE OF PRIMARY INTEREST 6. GIDEP APPLICABLE DND / DGLEPM / DSSPM
7. APPLICATION / INTERRELATIONSHIP
8. ORIGINATOR 9. APPLICABLE FORMS DND / DGLEPM / DSSPM
10. PREPARATION INSTRUCTIONS 10.1 FORMAT 10.1.1 Contractor's format for all data requirements mentioned below. 10.2 CONTENT 10.2.1 Phase 1 Completion Requirements : a. Management Structure in place to support all contract requirements required for Phase 2 of the OCFC2: i. Detailed organization chart in support of OCFC2; ii. Document describing roles and responsibilities of managers supporting OCFC2; and iii. Key OCFC2 Support Personnel contact list. b. Secure warehouse (controlled environment): i. Briefing / Presentation - subject to follow up actions for improvements; and ii. On-site visit. c. Automated Inventory Management system (including Electronic Catalogue): i. Briefing / Presentation - subject to follow up actions for improvements; and ii. On-site visit including complete Demo of the IM system capabilities. d. Distribution Network: i. Briefing / Presentation - subject to follow up actions for improvements; and ii. On-site visit including complete demo of distribution activities for another customer account. e. Internal manufacturing capacity to meet OCF demands (if applicable): i. Briefing / Presentation ; and ii. On-site visit specific to manufacturing capabilities and Quality Control. f. Supplier network / capacity to meet OCF demands (if applicable): i. Briefing / Presentation ; and ii. On-site visit of key suppliers (representing at least 50% of OCF items) specific to manufacturing capabilities and Quality Control. g. Approved Management Plans (QMP, SRP, Perf MP): i. Submission of the final documents ; and ii. On-site visit specific to each plans and pertinent processes in place.
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Department of National Defence APPENDIX 3 to ANNEX A – Data Item Descriptions
DATA ITEM DESCRIPTION
1. TITLE 2. IDENTIFICATION NUMBER OCFC2 Phase Completion Requirements PM-013
h. Transfer of DND owned OCF items – following DND PM certification in writing that all requirements listed above have been successfully met: i. Detailed inventory report confirming quantities transferred and highlighting of discrepancies with DND Depots provided shipping reports; and ii. On-site visit confirming OCF items transfer and OCF warehousing operations.
The receipt from DND PM of the acceptance of the Inventory stock taking reconciliation will mark the completion of Phase 1.
10.2.2 Phase 2 Completion Requirements : a. Meeting minimum performance standards in accordance with Key Performance Indicators (KPIs) on a continual basis (minimum 6 months): i. Performance Measurement Plan accepted; ii. Reports and analysis supporting KPIs; and iii. Minimum pertinent data history of 6 months. b. Order Management System: i. Briefing / Presentation as required through the Progress Review Meetings showing the OMS development - subject to follow up actions for improvements; ii. Qualification Test Plan developed by the Contractor for DND PM approval; and iii. On-site visit to observe qualification testing of the OMS solution demonstrating stability and functionalities as described in appendix 4 of the OCFC2 SOW. DND PM will certify in writing the completion of Phase 2 when all requirements listed above have been successfully met.
10.2.3 Phase 3 Completion Requirements : Upon written notification from the Contract Authority (CA).
10.2.4 Phase 4 Completion Requirements : a. Transition Out Plan (TOP) acceptance by DND PM; b. Execution of the TOP; c. Maintenance of minimum performance as demonstrated with KPIs; and d. Transfer confirmation of data, documents and transition stock to the successor.
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Department of National Defence APPENDIX 3 to ANNEX A – Data Item Descriptions
DATA ITEM DESCRIPTION
1. TITLE 2. IDENTIFICATION NUMBER Quality Assurance (QA) / Quality Control (QC) Test PM-014 Requirements
3. DESCRIPTION This DID provide clarification on the different documentation requirements related to QA / QC.
4. APPROVAL DATE 5. OFFICE OF PRIMARY INTEREST 6. GIDEP APPLICABLE DND / DGLEPM / DSSPM
7. APPLICATION / INTERRELATIONSHIP
8. ORIGINATOR 9. APPLICABLE FORMS DND / DGLEPM / DSSPM
10. PREPARATION INSTRUCTIONS 10.1 FORMAT 10.1.1 Contractor's format for all data requirements mentioned below. 10.2 CONTENT 10.2.1 Pre-Production Quality Control: For all contractor-supplied components, test reports showing compliance to the technical requirements using the test methods specified in the TDP. Textile test reports must be accompanied with a one-meter sample of the textile. For “findings” (thread, buckles, elastic, domes, etc.) certificates of compliance are acceptable. Testing must be conducted by an independent laboratory accredited for the test method specified. Should no accredited laboratory be available the DND TA may approve an alternative laboratory; in this event the contractor must obtain approval in writing for an alternative. 10.2.2 Routine Quality Assurance Requirements: 10.2.2.1 When there is a change in source of supply for textiles and components, test reports using the specified test methods, accompanied by a sample (one metre for textiles) must be submitted to the DND TA for approval before going into production; 10.2.2.2 When there is a change in the manufacturer of the contract line item, pre-production requirements for test reports apply; 10.2.2.3 When there is a major technical change to the item, pre-production requirements for test reports apply; 10.2.2.4 During production, test reports using the specified test methods and test intervals, all specified in the contract line item specifications, must be submitted to the DND TA as follows:
1) For each textile, for each 10,000 metres consumed. If less than 10,000 metres is consumed annually, as a minimum, an annual test report must be submitted;
2) Annually, for all knitted items;
3) Annually, for all leather; and
4) Additional testing of contract items as and when required upon request by the DND TA.
10.2.2.5 Copies of inspection and test reports, must be forwarded to the DND TA transportation charges pre-paid and without charge to Canada.
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Department of National Defence APPENDIX 3 to ANNEX A – Data Item Descriptions
DATA ITEM DESCRIPTION
1. TITLE 2. IDENTIFICATION NUMBER Annual Report ITB 001 Industrial and Technological Benefits (ITB)
3. DESCRIPTION The annual report reports ITB achievements against Contract obligations and commitments.
4. APPROVAL DATE 5. OFFICE OF PRIMARY INTEREST 6. GIDEP APPLICABLE Innovation, Science and Economic N/A Development (ISED) - ITB Authority
7. APPLICATION / INTERRELATIONSHIP Reference: ITB Terms and Conditions (Annex E, clauses 2.2 and 3)
8. ORIGINATOR 9. APPLICABLE FORMS ISED - ITB Authority N/A
10. PREPARATION INSTRUCTIONS 10.1 The Contractor must submit to the ITB Authority, through the Contracting Authority (CA), annual reports based on the performance achieved during the ITB Reporting Periods noted in this Contract. These reports must be submitted 60 calendar days after the end of the annual Reporting Period. Each annual report shall consist of five parts.
10.2 Content: Part A. An overview and status of the Work on the (insert) Project; a list of all the progress payments; a description of any changes to the Plans; an overview of the Contractor’s Value Proposition Commitments, including activities and achievement status of each; and, an update on the international export strategy.
Part B. For each Transaction being reported: an update on changes to transaction details; a description of significant achievement and activities; a description of any delays, problems or shortfalls, and a plan of action to resolve.
Part C. For each Transaction being reported: the CCV value of the achievement claimed for the current Reporting Period.
Part D. For each Transaction being reported: the CCV value of the achievement claimed for all Reporting Periods since the beginning of the achievement period.
Part E: A description of SMB and regional development activities during the reporting period; a list of Transactions which have been cancelled, added or altered during the reporting period, and their status vis-à-vis contract amendment; a Certificate of Compliance, signed off by the senior company Comptroller, in respect of each Transaction for which there was activity in that Reporting Period and to compliance with the ITB provisions regarding Lobbying and Contingency Fees.
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Department of National Defence APPENDIX 3 to ANNEX A – Data Item Descriptions
DATA ITEM DESCRIPTION
1. TITLE 2. IDENTIFICATION NUMBER Tranche 2 ITB Transactions ITB 002
3. DESCRIPTION Contractor shall submit to the ITB Authority, at 36 MACA, Transactions which are detailed, fully described and which bring the cumulative total of Transactions to a minimum of 90% of costs paid out by the Crown less the cumulative amount for all line item unit costs (LIUC) , measured in CCV.
4. APPROVAL DATE 5. OFFICE OF PRIMARY INTEREST 6. GIDEP APPLICABLE ISED - ITB Authority N/A
7. APPLICATION / INTERRELATIONSHIP Reference: ITB Terms and Conditions (Annex E, clause 2.1.4.1)
8. ORIGINATOR 9. APPLICABLE FORMS ISED - ITB Authority N/A
10. PREPARATION INSTRUCTIONS Contractor shall submit to the ITB Authority, at 36 MACA, Transactions which are detailed, fully described and which bring the cumulative total of Transactions to not less than 90% of the costs paid out by the Crown less the cumulative amount for all line item unit costs (LIUC), measured in CCV. For each Transaction, the information submitted must be in the same format as that which was used for the Proposal submitted at bid closing.
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STATEMENT OF WORK Appendix 4 – OMS Functionalities and Technical Requirements
Department of National Defence
Order Management System (OMS) Functionalities & Technical Requirements
Operational Clothing and Footwear (OCF)
Requisition Number: W8486-137549 DND Document #
Date: 17 June 2016 RDIMS 3821387
Prepared by: DSSPM National Defence Headquarters Major General George R. Pearkes Building Ottawa, Ontario, K1A 0K2 NOTICE This documentation has been reviewed by the technical authority and does not contain controlled goods. AVIS Cette documentation a été révisée par l’autorité technique et ne contient pas de marchandises contrôlées.
STATEMENT OF WORK Appendix 4 – OMS Functionalities and Technical Requirements
1. SCOPE 1.1 Purpose. The purpose of this appendix is to define the minimum functionalities and technical requirements of the Order Management System (OMS). The OMS is an e-Business based ordering system which will allow authorized CAF users to routinely request personal use Operational Clothing and Footwear (OCF) items for delivery. This appendix will cover user requirements for the following: a. User Common Functionalities; b. DND OMS Administrator; and c. Authorized CAF member for direct delivery of personal use items to his or her home address. 1.2 Terminology. 1.2.1 Authorized CAF Member(s). Authorized CAF Members include members in the Regular Force, Primary Reserve, and Cadet Organizations Administration and Training Service (COATS). Authorized CAF Members are identified on the databases that are provided by the Department of National Defence (DND) to the Contractor twice per month. 1.2.2 Back Order. A back order is defined as an order that could not be filled at the time of receipt by the Contractor, but must be fulfilled within the specified contract delivery period. 1.2.3 Cancellation. Cancellation is defined as an order that has been cancelled by an Authorized CAF Member. Only unprocessed / unshipped orders can be cancelled. 1.2.4 Class of Service. As per para 2.4.6 1.2.5 Component. The component refers to whether the Authorized CAF Member is a member of the Regular Force or Primary Reserve or an Honorary Appointment. 1.2.6 e-business. Electronic business is the process of ordering goods electronically without any immediate financial transactions using the Internet or the Defence Information Network (DIN). 1.2.7 Electronic Catalogue. A listing of items available for ordering through the Electronic Storefront. 1.2.8 Electronic Storefront. The website for ordering OCF items online. 1.2.9 Entitlements. Entitlements are derived from scales of issue, lists of clothing and equipment governed by DND to control the use and quantity of materiel that is distributed to an Authorized CAF Member. Entitlements can be based on, but not limited to, factors such as rank, environment, trade, component, and operational status. An annual entitlement is defined as the total quantity of clothing and equipment that Authorized CAF Members may order within a 12 month period. 1.2.10 Environment. The environment refers to the Authorized CAF Member’s environmental affiliation (Royal Canadian Navy, Royal Canadian Air Force, or Canadian Army). 1.2.11 Late Order. A late order is referred to an order that has not been delivered within the specified contract delivery period. 1.2.12 Military Occupational Structure Identification (MOS ID). A coding system to identify general and specific occupations of military personnel (e.g. MOS ID 00334 = Medical Technician). 1.2.13 Order. A transaction by an Authorized CAF Member to obtain listed OCF items from the Contractor as per the terms and conditions of the Contract.
Appendix 4 – Page 1 of 6 STATEMENT OF WORK Appendix 4 – OMS Functionalities and Technical Requirements
1.2.14 Service Number (S/N). A unique 9-digit, alphanumeric identification code assigned to each Authorized CAF Member upon enrolment in the CAF. It is composed by a letter followed by 8 digits (e.g. N12345678). 1.2.15 UIC (Unit Identifier Code). A four-digit numerical code used to identify each unit in the CAF.
2. Technical Architecture and Functionality - General 2.1 The OMS process requires the availability of an externally hosted application. Hardware and software requirements must be compatible with DND’s IT/IM environment, including the DND Firewall. To ensure success, OCFC2 OMS must follow e-business best practices in its design, deployment, and administration. The OCFC2 developed OMS website platform will be considered DND’s ownership and must be clearly identified as such. 2.2 Entitlement System. DND requires the use of a flexibly designed entitlement system with which orders made by Authorized CAF Members for personal use may be controlled and managed. DND will define the specific structure of the entitlement system post contract award and prior to the commencement of Phase 3 of the Contract; however, the system will require as a minimum the capacity to allocate a user category, points and quantity caps to each CAF member. The OMS must also allow for an “either-or” selection of items whereby the selection of one item precludes the selection, or reduces the quantities available, on a related item. The Contractor must ensure there are adequate verifying programs and safe guards to routinely check and re- check the accuracy of each user’s entitlements and account status. 2.3 Data stored for OMS must be in a secured database environment. Access to the ordering capability of OMS must be minimized and controlled. The Contractor must have a Facility Security Clearance (FSC) for Document Safeguarding Capability (DSC), by which selected personnel are eligible to have access to designated information up to and including the level of ‘Protected A’. The Contractor must regularly provide DND with a list of system administrators. The Contractor must have written security policies and procedures and appropriate processes in place to ensure compliance. The Contractor’s employees who have access to the OMS data must be security cleared to enhanced reliability. The OMS shall not be accessible to individuals / sub-contractors who will be in the supply chain producing OCF items. 2.4 The OMS must be web server centric, requiring only a standard web-browser to access and utilize the site. OMS must also be accessible through mobile devices. Specific requirements include the following: 2.4.1 Availability. The OMS must provide an electronic storefront that is to be available on both the Internet and the Defence Information Network (DIN). The storefront must be available a 24/7/365 basis, less previously agreed short maintenance periods. The OMS must, in the event of a failure, be able to be recovered to its prior operational state within 12 hours. 2.4.2 Access. DND is responsible for authorizing DIN access. Access shall require only a standard Internet connection and Transmission Control Protocol/Internet Protocol (TCP/IP). 2.4.3 Ease of Use. The OMS must: Identify from the first website page that it is the Canadian Armed Forces Operational Clothing and Footwear OMS; it must be separated from other contractor’s clients; Minimize the user’s visual, intellectual, mental and motor work; Have clear and logical navigation, text, and visual aids. Formal training must not be required in order to use the ordering system;
Appendix 4 – Page 2 of 6 STATEMENT OF WORK Appendix 4 – OMS Functionalities and Technical Requirements
Have design elements that are standardized and used consistently; Provide obvious and intuitive navigation paths; Have text labels for all links that are easily understood, descriptive, and predictive of the information contained beyond the link; Have text that is brief, succinct and minimizes horizontal scanning; Ensure the site is accessible using industry current standard technology and performance for modem; Ensure the site will support multiple web browsers as per current industry capacity standard; and Streamline the use of OMS Modules. Authorized users must be able to initiate order queries and place orders without the need to remember multiple user number-IDs and passwords, entering the same user number-ID and password multiple times, or having to logon multiple times between OMS components. 2.4.4 Personalization and Profiles. The Contractor must provide the following capability: Maintain a database of user’s demographic information including name, shipping addresses, e-mail addresses, etc. without using client side ‘Cookies’; Access information processes based on the user’s profile such as service number, rank, environment, and previous measurements; and Authenticate, control and maintain user’s accounts, orders, points, authorized items, and annual limits as applicable. 2.4.5 Security and Encryption. The Contractor must develop and implement a security system. This security system must encompass all policies, procedures, and technical measures used to prevent unauthorized access or alteration, theft, and physical damage to information systems within the OMS. The security system must provide the following minimum security functions: Ensure that all electronic file and message transfers are accurately date and time stamped. File and message owner must be identified, ensuring access is restricted to appropriate users. File and message integrity and confidentiality must be maintained. Time and date stamps must be managed in a manner to ensure distinct message/version identification; Messages, files, and documents must be exchanged with reliability and with confirmation; All transmissions must be complete, accurate, confidential, secure, and protected against interception of transmission content during transit; Files, data, and documents awaiting retrieval from the server must be protected against unauthorized access. Sensitive and/or restricted data must be stored in a manner that prevents unauthorized viewing, access, or manipulation (i.e. encrypted). The sensitive or restricted data includes, but is not limited to service numbers, passwords, and personal data such as addresses, and body measurements; Restrict physical access to computer equipment, storage media, and program documentation safeguarded to provide access only to properly Authorized Contractor Members; Perform periodic audits that test the security of the site and gauge its resistance to intrusion; and
Appendix 4 – Page 3 of 6 STATEMENT OF WORK Appendix 4 – OMS Functionalities and Technical Requirements
Allow DND security personnel access to the Contractor’s site for the purpose of security audits and security inspections. 2.4.6 Database. The Contractor must design, develop and populate the database required to maintain authorized CAF members information, entitlements and order history. This database must include the following information which will be provided bi-monthly via a flat file from DND’s Directorate Human Resources Information Management (DHRIM). DND reserves the right to add additional fields to the database as may be required: Service Number; Rank; Surname; Initials; UIC; MOS ID; MOS ID Description; Component: Regular (1), Primary Reserve (2), COATS (3), Environment: Sea (1), Land (2), Air (3); and Class of service: A class (1), B class (2), C class (3) Gender Religious affiliation 2.4.7 The Privacy Act. The OMS must comply with the Privacy Act of Canada available on line. The Contractor must provide the OMS database to DND upon request and it is to become the exclusive property of DND upon termination of the contract. No part of this database is to be provided to any organization outside the Department of National Defence without the express written permission of the Minister of National Defence. 2.4.8 Data On Authorized CAF Members. The Contractor must retain data on each individual Authorized CAF Member for a minimum of six years after their name ceases to be on the bi-monthly DND-provided database. This data is the sole property of DND and must be provided to DND by the Contractor on request within seven days. The data must be kept on a secure and separate database. The database must be maintained for the duration of the contract. 2.4.9 Scalability. The OMS must be scalable in order to accommodate increases in the OCF inventory without diminishing the performance of the system;
2.5 User Common Functionalities. 2.5.1 Customer Service. The ordering system must be available on a 24 hour-7 days a week basis with the exception of short term maintenance periods agreed upon in advance by the Contractor and DND. Canada will not host the application on Government premises, nor support and maintain it with Government staff. 2.5.2 The OMS must include an online help function to assist users. Simple customer queries must be available electronically through e-mail or web based and must be addressed the following business morning. The OMS must also include a complaint form for online submission and utilize a standard tracking number system to
Appendix 4 – Page 4 of 6 STATEMENT OF WORK Appendix 4 – OMS Functionalities and Technical Requirements
facilitate the resolution process. 2.5.3 Registering Process. Prior to accessing the site for the first time, an authorized user must go through a registering process on the home page link to create an individualized profile and gain access to his account. Once the user is recognized as being active on the DND Database, he must input his secure password, two security questions / answers. 2.5.4 Passwords. The OMS must have an online retrieval tool for users who forget their passwords. The retrieval tool must use security questions and/or direct email (account password reset and new password emailed) to provide members with service for those who have forgotten their passwords. After unsuccessful login attempts, number to be according to current industry “best practices”, the user account must NOT be suspended, rather the user must be directed to the online retrieval tool. 2.5.5 Electronic Catalogue. The Contractor must develop and maintain an electronic catalogue of OCF items as an integral component of the OMS. Entries in the catalogue must include as a minimum the NATO stock number, item description in English and French, pictorial representations (or photographs) of the item and scale of measurements. When Items are subject to Maintenance and Care, the pertinent information is required in the electronic catalogue. Contractor must adopt the item numbers located on the DND items. 2.5.6 Shipping Date & Tracking Number. The OMS must provide the shipping date upon completion of each transaction along with a tracking number. The tracking number must enable the user to track the delivery of his order up until receipt. 2.5.7 Back Order. The OMS must indicate if an item is ‘’back order’’. Once the item is shipped, the OMS must indicate the shipping date. 2.5.8 Electronic Confirmation of Orders. Confirm all orders electronically directly to the Authorized CF Member immediately after the online order has been electronically transmitted. Printing options must also be available;
2.6 DND OMS Administrator Functionalities (From phase 2). The OMS must provide an online DND OMS Administrator tool enabling the DND TA to review and update in real time all miscellaneous data/activities regarding an authorized Supply Section or an authorized CAF member. The tool will also provide correction mode capabilities on authorized CAF members profiles. The following functionalities are required: 2.6.1 Electronic DND database upload. The OMS shall be secure and have an uploading tool to allow the DND Administrator to transfer the DND database electronically to the Contractor. 2.6.2 Electronic query capability / reporting. Provide, as a minimum, the ability to develop and produce online reports that accurately track activities and data including, but not necessarily limited to: registrations, orders, items shipped, shortages, and backorders. The reports must have a query capability, with drill-down to individual users, in order to provide more detail on specific issues and highlight common issues/problems areas with OMS. Contractor must include the provision of paper or electronic reports of related activity/statistics available upon request. 2.6.3 Entitlement system review and update (Phase 3). The DND OMS Administrator will be required to routinely adjust the point entitlement system in general and for specific CAF members. 2.6.4 Authorized member profile creation / update / cancellation. The DND OMS Administrator will be required to routinely create a new authorized CAF member
Appendix 4 – Page 5 of 6 STATEMENT OF WORK Appendix 4 – OMS Functionalities and Technical Requirements
profile, update and /or cancel an existing one. 2.6.5 Communiques. The OMS must allow the ability to post/modify/delete communiques such as removal and/or changes to a uniform, equipment or accessory components.
2.7 Authorized CAF Member Functionalities (From phase 3). 2.7.1 Account Activation. The activation of an Authorized CAF Member OMS account must be completed as soon as the Authorized CAF Member appears on the DND provided database. 2.7.2 Account Deactivation. Automatic de-activation occurs when the Authorized CAF Member ceases to appear on the DND database. The account must be de- activated but all usage history and remaining entitlements must be retained up to 90 days. When an Authorized CAF Member has not reappeared on the DND database within 90 days, the account must be terminated completely and the usage and remaining points must be archived. 2.7.3 Re-Activation Within The 90-Days. If the Authorized CAF Member re-appears on the database within 90 Days of deactivation, the account must be re-activated and carry forward the entitlements existing at the time of deactivation. 2.7.4 Re-Activation After 90 Days. If an Authorized CAF Member appears on the database after a deactivation of 90 days, the Authorized CAF Member is entitled to a new account and entitlements as specified by the TA. 2.7.5 De-Activation Exception. All Authorized CAF Member’s showing on UIC 9914 (Release – Terminal Leave) and 9915 (Absent Without Leave – AWL) must be deactivated automatically once the DND database is uploaded into the OMS. 2.7.6 Sizing System. The OMS must include a comprehensive self-sizing/measurement guide for use by CAF members in selecting the appropriate size. 2.7.7 Order History. The OMS must maintain a member accessible order history to allow members to review previous orders and simplify re-ordering. 2.7.8 Help Site Guide. The OMS must incorporate a comprehensive Help function to assist with site navigation and usage. The Help function will also provide for a “Frequently Asked Questions” designed to provide relevant background on DND clothing policies. 2.7.9 Profile Amendment. The OMS must provide the Authorized CAF Member the ability to modify user-controlled profile information. While key elements of the user profile will be controlled by the TA, user-controlled profile elements include home address, phone numbers, e-mail addresses and measurement profile. 2.7.10 Electronic Survey. An online electronic survey function must be available for all Authorized CAF Members in order to collect valuable statistics regarding satisfaction/dissatisfaction of the OMS. 2.7.11 Security. The security function must provide the Authorized CAF Member with information regarding the security of the OMS web site.
Appendix 4 – Page 6 of 6 STATEMENT OF WORK Appendix 5 – CAF Strength Reports
Department of National Defence
Canadian Armed Forces (CAF)
Strength Reports
Operational Clothing and Footwear (OCF)
Requisition Number: W8486-137549 DND Document #
Date: 17 June 2016 RDIMS 3849852
Prepared by: DSSPM National Defence Headquarters Major General George R. Pearkes Building Ottawa, Ontario, K1A 0K2 NOTICE This documentation has been reviewed by the technical authority and does not contain controlled goods. AVIS Cette documentation a été révisée par l’autorité technique et ne contient pas de marchandises contrôlées.
STATEMENT OF WORK Appendix 5 – CAF Strength Reports
1. Strength Summary Report
As of Date: 2015-12-21 Version No: 3.1
GROUP Gen LGen MGen BGen Col LCol Maj Capt Lt 2Lt OCDT CWO MWO WO Sgt MCpl Cpl PteT PteB PteR TOTAL AIR RESERVE 0 0 0 1 9 38 139 283 6 5 4 16 116 172 381 392 469 16 21 22 2090 COMM RESERVE 0 0 0 0 0 0 0 0 0 1 0 0 0 0 1 1 0 0 0 1 4 MILITIA 0 0 3 7 37 270 580 1167 340 452 253 167 328 701 1889 2048 7349 1563 1067 2904 21125 NAV RESERVE 0 0 0 1 8 28 120 345 65 111 83 11 85 130 238 275 900 259 49 492 3200 NDHQ PRL 0 0 1 0 3 24 67 56 3 0 22 0 21 17 36 17 26 1 0 0 294 PRES TOTAL 0 0 4 9 57 360 906 1851 414 569 362 194 550 1020 2545 2733 8744 1839 1137 3419 26713 SUPRES 1 10 14 24 153 444 883 1275 207 181 2 283 724 1035 1841 1514 4950 1341 1 0 14883 COATS 0 0 0 0 1 23 309 3647 1716 892 792 24 43 58 76 41 46 2 0 1 7671 RANGERS 0 0 0 0 0 0 0 1 5 0 0 0 0 6 187 627 490 3612 4 63 4995 RES TOTAL 1 10 18 33 211 827 2098 6774 2342 1642 1156 501 1317 2119 4649 4915 14230 6794 1142 3483 54262 REG FORCE 1 10 24 67 325 1271 3781 6751 1156 1075 1596 545 2076 4032 7231 9032 18029 1916 5961 884 65763
CF TOTAL 2 20 42 100 536 2098 5879 13525 3498 2717 2752 1046 3393 6151 11880 13947 32259 8710 7103 4367 120025
Appendix 5 – Page 1 of 2 STATEMENT OF WORK Appendix 5 – CAF Strength Reports
2. Total Strength by Support Base Version No: 5.0 REGULAR FORCE ONLY As of Date: 21-DEC-2015
B A S E OFFICERS NCM'S TOTAL 2 CDSB Valcartier 650 4981 5631 2 CDSB Valcartier Det Montréal 251 633 884 2 CDSB Valcartier Det St-Jean 378 1408 1786 3 CDSB Edmonton 708 4007 4715 3 CDSB Edmonton Det Wainwright 100 559 659 3 CSU 21 5 26 4 CDSB Petawawa 686 4558 5244 4 CDSB Petawawa Det Toronto 471 494 965 5 CDSB Gagetown 761 3729 4490 ASU Chilliwack 0 2 2 ASU London 0 1 1 CANSOFCOM HQ 255 1044 1299 CDLS(L) 2 1 3 CDLS(W) 20 77 97 CFB Bagotville 257 1093 1350 CFB Borden 372 3041 3413 CFB Cold Lake 295 1533 1828 CFB Comox 195 724 919 CFB Esquimalt 817 3216 4033 CFB Gander 26 95 121 CFB Goose Bay 25 51 76 CFB Greenwood 312 1195 1507 CFB Halifax 1204 4807 6011 CFB Kingston 1716 1906 3622 CFB Moose Jaw 376 113 489 CFB North Bay 93 301 394 CFB Shilo 145 1188 1333 CFB Suffield 26 95 121 CFB Trenton 551 2059 2610 CFB Winnipeg 635 1014 1649 CFS St John's 28 84 112 CFSU (Colorado Springs) 202 90 292 CFSU (Europe) 26 28 54 CFSU (Ottawa) 3911 3319 7230 NOT APPLICABLE 37 5 42 WITHOUT SUPPORT BASE 505 2250 2755
TOTAL 16057 49706 65763
Appendix 5 – Page 2 of 2 STATEMENT OF WORK Appendix 6 – CAF Clothing Store List
Department of National Defence
Canadian Armed Forces (CAF)
Clothing Stores List
Operational Clothing and Footwear (OCF)
Requisition Number: W8486-137549 DND Document #
Date: 17 June 2016 RDIMS 3849267
Prepared by: DSSPM National Defence Headquarters Major General George R. Pearkes Building Ottawa, Ontario, K1A 0K2 NOTICE This documentation has been reviewed by the technical authority and does not contain controlled goods. AVIS Cette documentation a été révisée par l’autorité technique et ne contient pas de marchandises contrôlées.
STATEMENT OF WORK Appendix 6 – CAF Clothing Store List
PROVIDED FOR INFORMATION PURPOSES ONLY. May be subject to change at any time.
BFC BAGOTVILLE REGION / BAGOTVILLE Région BFC BAGOTVILLE ADDRESS 3 Ere BAGOTVILLE / Adresse
CITY / ALOUETTE Ville PROVINCE PQ POSTAL G0V 1A0 CODE COUNTRY CANADA / Pays
CFSTG BORDEN REGION / BORDEN Région BASE COMMANDER BLDG O-111 ADDRESS S DOOR #9, CFB BORDEN / Adresse PO BOX 1000 STN MAIN CITY / BORDEN Ville PROVINCE ON POSTAL L0M 1C8 CODE COUNTRY CANADA / Pays AREA SUPPORT UNIT (ASU) CHILLIWACK REGION / ASU CHILLIWACK Région AREA SUPPORT UNIT CHILLIWACK
ADDRESS BAY 15, 5535 KOREA RD / Adresse
CITY / CHILLIWACK Ville PROVINCE BC POSTAL V2R SP2 CODE COUNTRY CANADA / Pays
WING COLD LAKE
Appendix 6 – Page 1 of 13 STATEMENT OF WORK Appendix 6 – CAF Clothing Store List
REGION / COLD LAKE Région WING SUPPLY FLIGHT/ S ADDRESS 4 Wing CANADIAN FORCES BASE COLD LAKE / Adresse PO BOX 6550, STATION FORCES CITY / COLD LAKE Ville PROVINCE AB POSTAL T9M 2C6 CODE COUNTRY CANADA / Pays
CS COMOX REGION / COMOX Région
ADDRESS 19 WING COMOX / Adresse PO BOX 1000 STN FORCES BLDG 171 CITY / LAZO Ville PROVINCE BC POSTAL V0R 2K0 CODE COUNTRY CANADA / Pays
CFB DETACHMENT DUNDURN REGION / DUNDURN Région DETACHMENT DUNDURN ADDRESS BLDG 155 SUPPLY SECTION / Adresse
CITY / DUNDURN Ville PROVINCE SK POSTAL S0K 1K0 CODE COUNTRY CANADA / Pays
CFB EDMONTON GARRISON REGION / EDMONTON Région
Appendix 6 – Page 2 of 13 STATEMENT OF WORK Appendix 6 – CAF Clothing Store List
EDMONTON GARRISON
ADDRESS BLDG: 176 RHINE ROAD / Adresse PO BOX 10500 STN FORCES
CITY / EDMONTON Ville PROVINCE AB POSTAL T5J 4J5 CODE COUNTRY CANADA / Pays
CFB ESQUIMALT REGION / ESQUIMALT Région BLDG 211 DOCKYARD
ADDRESS CFB ESQUIMALT / Adresse
CITY / VICTORIA Ville PROVINCE BC POSTAL V9C 1B0 CODE COUNTRY CANADA / Pays
CFB GAGETOWN REGION / GAGETOWN Région BASE SUPPLY BLDG B-10
ADDRESS CFB GAGETOWN - S / Adresse PO BOX 17000 STN FORCES
CITY / OROMOCTO Ville PROVINCE NB POSTAL E2V 4J5 CODE COUNTRY CANADA / Pays
WING GANDER REGION / GANDER Région ADDRESS WING SUPPLY S
Appendix 6 – Page 3 of 13 STATEMENT OF WORK Appendix 6 – CAF Clothing Store List
/ Adresse WING COMMANDER- BLDG 110
9 WING GANDER CITY / GANDER Ville PROVINCE NF POSTAL A1V 1X1 CODE COUNTRY CANADA / Pays
5 WING GOOSE BAY REGION / GOOSEBAY Région B705 5WG GOOSE BAY SERCO FACILITIES INC. ADDRESS BOX 1012, STN C / Adresse BLDG 271 SHIPPING AND RECEIVING CITY / GOOSE BAY Ville PROVINCE NF POSTAL A0P 150 CODE COUNTRY CANADA / Pays
14 WING, GREENWOOD REGION / GREENWOOD Région WING SUPPLY HGR 2 - ADDRESS WING COMMANDER / Adresse 14 WING GREENWOOD CITY / GREENWOOD Ville PROVINCE NS POSTAL B0P 1N0 CODE COUNTRY CANADA / Pays
CFB HALIFAX-FORMATION LOGISTICS REGION / HALIFAX MAIN Région BLDG D206, DOOR 4-13 ADDRESS / Adresse FORMATION LOGISTICS - S
Appendix 6 – Page 4 of 13 STATEMENT OF WORK Appendix 6 – CAF Clothing Store List
P.O. BOX. 99000, STN. FORCES
CITY / HALIFAX Ville PROVINCE NS POSTAL B3K 5X5 CODE COUNTRY CANADA / Pays
AREA SUPPORT UNIT (ASU) KINGSTON REGION / KINGSTON Région BASE CLOTHING CFB KINGSTON
ADDRESS PO BOX 17000 STN FORCES / Adresse 5 Somme AVE
CITY / KINGSTON Ville PROVINCE ON POSTAL K7K 7B4 CODE COUNTRY CANADA / Pays
CFB KINGSTON, RMC CLOTHING REGION / KINGSTON Région RMC Supply LSS Det Bldg R24
ADDRESS 23 General Crerar Crescent / Adresse P.O. BOX 17000 STN FORCES
CITY / KINGSTON Ville PROVINCE ON POSTAL K7K 7B4 CODE COUNTRY CANADA / Pays
CFS LEITRIM REGION / LEITRIM Région COMMANDING OFFICER BLDG 273
ADDRESS CFS LEITRIM / Adresse 3545 LIETRIM ROAD
Appendix 6 – Page 5 of 13 STATEMENT OF WORK Appendix 6 – CAF Clothing Store List
CITY / GLOUCESTER Ville PROVINCE ON POSTAL K1A 0K4 CODE COUNTRY CANADA / Pays
AREA SUPPORT UNIT (ASU) LONDON REGION / LONDON Région ASU LONDON ADDRESS CAPTAIN NEIL BLDG / Adresse 701 OXFORD ST EAST CITY / LONDON Ville PROVINCE ON POSTAL N5Y 4T7 CODE COUNTRY CANADA / Pays
UNITÉ DE SOUTIEN DE SECTEUR (USS) MONTREAL REGION / LONGUE PTE Région BASE DES FORCES CANADIENNE MONTREAL ADDRESS MAGASIN D'HABILLEMENT BATISSE 11 NORD / Adresse USS LONGUE-POINTE, 6769 NOTRE-DAME EST BAT 1 CITY / MONTREAL Ville PROVINCE PQ POSTAL H1N 2E9 CODE COUNTRY CANADA / Pays
15 WING MOOSE JAW REGION / MOOSE JAW Région WING COMMANDER BLDG 143 ADDRESS 15 WING MOOSE JAW / Adresse PO BOX 5000 STATION MAIN CITY / MOOSE JAW Ville
Appendix 6 – Page 6 of 13 STATEMENT OF WORK Appendix 6 – CAF Clothing Store List
PROVINCE SK POSTAL S6H 7Z8 CODE COUNTRY CANADA / Pays
AREA SUPPORT UNIT (ASU) NOR ONT REGION / NORTH BAY Région 540 CHIPPEWA ST WEST
ADDRESS CMTT BLDG 15 / Adresse
CITY / NORTH BAY Ville PROVINCE ON POSTAL P0H 1P0 CODE COUNTRY CANADA / Pays
CFSU(O) REGION / OTTAWA Région 45 blvd Sacre- Coeur
ADDRESS National Printing Bureau / Adresse
CITY / Gatineau Ville PROVINCE ON POSTAL K1A 0K2 CODE COUNTRY CANADA / Pays
CFB PETAWAWA REGION / PETAWAWA Région BASE COMMANDER , 255 Montgomery Rd
ADDRESS CFB PETAWAWA / Adresse
CITY / PETAWAWA Ville PROVINCE ON
Appendix 6 – Page 7 of 13 STATEMENT OF WORK Appendix 6 – CAF Clothing Store List
POSTAL K8H 2X3 CODE COUNTRY CANADA / Pays
CFB SHEARWATER, SUPPLY GROUP, CLOTHING STORES REGION / SHEARWATER Région FORMATION LOGISTICS ADDRESS 12 Wing SHEARWATER SUPPLY GROUP / Adresse CLOTHING STORES 240 Bonaventure Ave CITY / SHEARWATER Ville PROVINCE NS POSTAL B0J 3A0 CODE COUNTRY CANADA / Pays
CFB SHILO REGION / SHILO Région PO BOX 5000 STN MAIN ADDRESS BLDG C101, BASE SUPPLY, S / Adresse
CITY / SHILO Ville PROVINCE MB POSTAL R0K 2A0 CODE COUNTRY CANADA / Pays
BFC MONTREAL,GARNISON ST JEAN, SECTION HABILLEMENT REGION / ST-JEAN Région OFFICIER COMMANDANT HANGAR 103
ADDRESS BFC MONTREAL-GARNISON ST-JEAN / Adresse SECTION HABILLEMENT 25 Grand Bernier CITY / ST-JEAN Ville PROVINCE PQ POSTAL J0J 1R0 CODE
Appendix 6 – Page 8 of 13 STATEMENT OF WORK Appendix 6 – CAF Clothing Store List
COUNTRY CANADA / Pays
CFS ST. JOHN'S NFLD REGION / ST-JOHN'S NFLD Région STATION COMMANDER
ADDRESS CFS ST. JOHN'S, S / Adresse 117 Clyde Ave
CITY / ST JOHN'S Ville PROVINCE NL POSTAL A1N 4R9 CODE COUNTRY CANADA / Pays
CFB SUFFIELD REGION / SUFFIELD Région S, BLDG 322
ADDRESS PO BOX 6000 STN MAIN / Adresse
CITY / MEDICINE HAT Ville PROVINCE AB POSTAL T0J 2N0 CODE COUNTRY CANADA / Pays
DETACHMENT CAPE BRETON CLOTHING REGION / SYDNEY Région DET CAPE BRETON
ADDRESS 11 GARRISON RD / Adresse VICTORIA PARK
CITY / SYDNEY Ville PROVINCE NS POSTAL B1P 7G9 CODE COUNTRY CANADA / Pays
Appendix 6 – Page 9 of 13 STATEMENT OF WORK Appendix 6 – CAF Clothing Store List
DETACHMENT GARRISON TORONTO REGION / TORONTO Région DET GARRISON TORONTO S ADDRESS LCOL GEORGE TAYLOR DENISON III ARMOURY / Adresse 1 YUKON LANE CITY / TORONTO Ville PROVINCE ON POSTAL M3K 0A1 CODE COUNTRY CANADA / Pays
8 WING TRENTON SUPPLY REGION / TRENTON Région WING COMMANDER HGR 22 ADDRESS 8 WING TRENTON / Adresse 46 PORTAGE AVE CITY / TRENTON Ville PROVINCE ON POSTAL K0K 3E0 CODE COUNTRY CANADA / Pays
BFC VALCARTIER REGION / VALCARTIER Région EDIFICE 188
ADDRESS SECTION HABILLEMENT / Adresse BFC VALCARTIER CITY / COURCELETTE Ville PROVINCE PQ POSTAL G0A 1R0 CODE COUNTRY CANADA / Pays
Appendix 6 – Page 10 of 13 STATEMENT OF WORK Appendix 6 – CAF Clothing Store List
CAMP WAINWRIGHT, SUPPLY REGION / WAINWRIGHT Région CAMP SUPPLY OFFICER BLDG 593
ADDRESS CAMP WAINWRIGHT / Adresse
CITY / DENWOOD Ville PROVINCE AB POSTAL T0B 1B0 CODE COUNTRY CANADA / Pays
17 WING WINNIPEG, SUPPLY REGION / WINNIPEG Région WING COMMANDER 17 WING (WINNIPEG)
ADDRESS BLDG. 129 MDC DOOR 13 / Adresse WHTYEWOLD ROAD
CITY / WINNIPEG Ville PROVINCE MB POSTAL R3J 3Y5 CODE COUNTRY CANADA / Pays
YELLOWKNIFE , SUPPLY CFNAHQ REGION / YELLOWKNIFE Région SUPPLY CFNAHQ
ADDRESS BOX 6666 / Adresse
CITY / YELLOWKNIFE Ville PROVINCE NT POSTAL X1A 2R3 CODE COUNTRY CANADA / Pays
Appendix 6 – Page 11 of 13 STATEMENT OF WORK Appendix 6 – CAF Clothing Store List
CANSOFCOM - CJIRU REGION / Trenton Région CJIRU
ADDRESS Building 479 / Adresse 48 Portage Rd
CITY / Trenton Ville PROVINCE ON POSTAL K0K 3W0 CODE COUNTRY CANADA / Pays
CANSOFCOM - DHTC REGION / Richmond Région DHTC
ADDRESS Main Gate House / Adresse 8355 Franktown Rd
CITY / Richmond Ville PROVINCE ON POSTAL K0A 2Z0 CODE COUNTRY CANADA / Pays
CANSOFCOM - 427 SOAS REGION / Petawawa Région 427 SAOS
ADDRESS Building CC-127 / Adresse 735 Passchendaele
CITY / Petawawa Ville PROVINCE ON POSTAL K8H-2X3 CODE COUNTRY CANADA / Pays
CANSOFCOM - CSOR
Appendix 6 – Page 12 of 13 STATEMENT OF WORK Appendix 6 – CAF Clothing Store List
REGION / Petawawa Région CSOR ADDRESS Building Z-106 / Adresse 46 Centurion CITY / Petawawa Ville PROVINCE ON POSTAL K8H 2X3 CODE COUNTRY CANADA / Pays
CANSOFCOM - CSOTC REGION / Petawawa Région CSOTC ADDRESS BUILDING cc-125 / Adresse 175 River Rd CITY / Petawawa Ville PROVINCE ON POSTAL K8H 2X3 CODE COUNTRY CANADA / Pays
Appendix 6 – Page 13 of 13 TASK AUTHORIZATION AUTORISATION DES TÂCHES Contract no. – N° du contrat All invoices/progress claims must show the reference Contract and Task numbers. Toutes les factures doivent indiquer les numéros du contrat et de la tâche. Task no. – N° de la tâche
Amendment no. – N° de la modification Increase/Decrease – Augmentation/Réduction Previous value – Valeur précédente
To – À TO THE CONTRACTOR You are requested to supply the following services in accordance with the terms of the above reference contract. Only services included in the contract shall be supplied against this task. Please advise the undersigned if the completion date cannot be met. Invoices/progress claims shall be prepared in accordance with the instructions set out in the contract.
À L'ENTREPRENEUR Delivery location – Expédiez à Vous êtes prié de fournir les services suivants en conformité des termes du contrat mentionné ci-dessus. Seuls les services mentionnés dans le contrat doivent être fournis à l'appui de cette demande. Prière d'aviser le signataire si la livraison ne peut se faire dans les délais prescrits. Les factures doivent être établies selon les instructions énoncées dans le contrat.
Delivery/Completion date – Date de livraison/d'achèvement Date for the Department of National Defence pour le ministère de la Défense nationale Contract item no. Cost Nº d'article Services Prix du contrat
GST/HST TPS/TVH
Total
APPLICABLE ONLY TO PWGSC CONTRACTS: The Contract Authority signature is required when the total value of the DND 626 exceeds the threshold specified in the contract.
NE S'APPLIQUE QU'AUX CONTRATS DE TPSGC : La signature de l'autorité contractante est requise lorsque la valeur totale du formulaire DND 626 est supérieure au seuil précisé dans le contrat.
for the Department of Public Works and Government Services pour le ministère des Travaux publics et services gouvernementaux DND 626 (01-05) Design: Forms Management 993-4050 Conception : Gestion des formulaires 993-4062 Instructions for completing Instructions pour compléter le formulaire DND 626 - Task Authorization DND 626 - Autorisation des tâches
Contract no. Nº du contrat Enter the PWGSC contract number in full. Inscrivez le numéro du contrat de TPSGC en entier.
Task no. Nº de la tâche Enter the sequential Task number. Inscrivez le numéro de tâche séquentiel.
Amendment no. Nº de la modification Enter the amendment number.when the original Task is amended to change Inscrivez le numéro de modification lorsque la tâche originale est modifiée the scope or the value. pour en changer la portée.
Increase/Decrease Augmentation/Réduction Enter the increase or decrease total dollar amount including taxes. Inscrivez le montant total de l'augmentation ou de la diminution, y compris les taxes.
Previous value Valeur précédente Enter the previous total dollar amount including taxes. Inscrivez le montant total précédent, y compris les taxes.
To À Name of the contractor. Nom de l'entrepreneur.
Delivery location Expédiez à Location where the work will be completed, if other than the contractor's Endroit où le travail sera effectué, si celui-ci diffère du lieu d'affaires de location. l'entrepreneur.
Delivery/Completion date Date de livraison/d'achèvement Completion date for the task. Date d'achèvement de la tâche. for the Department of National Defence pour le ministère de la Défense nationale Signature of the DND person who has delegated Authority for signing DND Signature du représentant du MDN auquel on a délégué le pouvoir 626 (level of authority based on the dollar value of the task and the d'approbation en ce qui a trait à la signature du formulaire DND 626 equivalent signing authority in the PAM 1.4). Note: the person signing in (niveau d'autorité basé sur la valeur de la tâche et le signataire autorisé this block ensures that the work is within the scope of the contract, that équivalent mentionné dans le MAA 1.4). Nota : la personne qui signe cette sufficient funds remain in the contract to cover this task and that the task is attache de signature confirme que les travaux respectent la portée du affordable within the Project/Unit budget. contrat, que suffisamment de fonds sont prévus au contrat pour couvrir cette tâche et que le budget alloué à l'unité ou pour le projet le permet.
Services Services Define the requirement briefly (attach the SOW) and identify the cost of the Définissez brièvement le besoin (joignez l'ET) et établissez le coût de la task using the contractor's quote on the level of effort. The Task must use tâche à l'aide de la soumission de l'entrepreneur selon le niveau de difficulté the basis of payment stipulated in the contract. If there are several basis of de celle-ci. Les modalités de paiement stipulées dans le contrat s'appliquent payment then list here the one(s) that will apply to the task quote (e.g. à la tâche. Si plusieurs d'entre elles sont prévues, énumérez ici celle/celles milestone payments; per diem rates/labour category hourly rates; travel and qui s'appliquera/ront à la soumission pour la tâche à accomplir (p.ex. living rates; firm price/ceiling price, etc.). All the terms and conditions of the acompte fondé sur les étapes franchies; taux quotidien ou taux horaire contract apply to this Task Authorization and cannot be ignored or amended établi selon la catégorie de main-d'œuvre; frais de déplacement et de for this task. Therefore it is not necessary to restate these general contract séjour; prix fixe ou prix plafond; etc.). Toutes les modalités du contrat terms and conditions on the DND 626 Task form. s'appliquent à cette autorisation de tâche et ne peuvent être négligées ou modifiées quant à la tâche en question. Il n'est donc pas nécessaire de répéter ces modalités générales afférentes au contrat sur le formulaire DND 626.
Cost Prix The cost of the Task broken out into the individual costed items in Services. Mentionnez le coût de la tâche en le répartissant selon les frais afférents à chaque item mentionné dans la rubrique Services.
GST/HST TPS/TVH The GST/HST cost as appropriate. Mentionnez le montant de la TPS/TVH, s'il y lieu.
Total Total The total cost of the task. The contractor may not exceed this amount Mentionnez le coût total de la tâche. L'entrepreneur ne peut dépasser ce without the approval of DND indicated on an amended DND 626. The montant sans l'approbation du MDN, formulaire DND 626 modifié à l'appui. amendment value may not exceed 50% (or the percentage for amendments Le coût de la modification ne peut pas être supérieur à 50 p. 100 du established in the contract) of the original value of the task authorization. montant initial prévu dans l'autorisation de tâche (ou au pourcentage prévu The total cost of a DND 626, including all amendments, may not exceed the dans le contrat pour les modifications). Le coût total spécifié dans le funding limit identified in the contract. formulaire DND 626, y compris toutes les modifications, ne peut dépasser le plafond de financement mentionné dans le contrat.
Applicable only to PWGSC contracts Ne s'applique qu'aux contrats de TPSGC This block only applies to those Task Authorization contracts awarded by Le présent paragraphe s'applique uniquement aux autorisations de tâche PWGSC. The contract will include a specified threshold for DND sole accordées par TPSGC. On inscrira dans le formulaire DND 626 un plafond approval of the DND 626 and a percentage for DND to approve précis qui ne pourra être approuvé que par le MDN et un pourcentage selon amendments to the original DND 626. Tasks that will exceed these lequel le MDN pourra approuver des modifications au formulaire DND 626 thresholds must be passed to the PWGSC Contracting Authority for review original. Les tâches dont le coût dépasse ces plafonds doivent être and signature prior to authorizing the contractor to begin work. soumises à l'autorité contractante de TPSGC pour examen et signature avant qu'on autorise l'entrepreneur à débuter les travaux.
Note: Nota : Work on the task may not commence prior to the date this form is signed by Les travaux ne peuvent commencer avant la date de signature de ce the DA Authority - for tasks within the DND threshold; and by both DND and formulaire par le responsable du MDN, pour les tâches dont le coût est PWGSC for those tasks over the DND threshold. inférieur au plafond établi par le MDN, et par le MDN et TPSGC pour les tâches dont le coût dépasse le plafond établi par le MDN. Operational Clothing and Footwear Consolidated Contract (OCFC2) / Contrat Consolidé Vêtements et Chaussures Opérationnels(C2VCO) Configuration Management / Gestion de la Configuration (CM / GC) Change Request and Authorization (CRA) Form / Formulaire de Requête de Changement et Autorisation (RCA)
GENERAL INFORMATION / INFORMATION GÉNÉRALE: CRA Number / Numéro RCA: Date:
Priority/Prior Type Item / ité (R/U): (T/A): Article:
Title / Titre:
Originator / Telephone: Originateur:
DETAILS: Configuration Items (CIs) / Document(s) / Baseline(s) Affected: Reference Number(s): Release / Articles, Documents, ‘Baseline’ affectés: Numéro de référence : Émission
Purpose / But du changement: (Provide reason(s) for raising Change Request)
New Item to MIL / Fix Known Error / Improve Performance/Capability / Nouveau requis: Correction d’une Amélioration de erreur connue: performance/Capacité:
Prevent Problem / Other (explain) / Prévention de Autre (expliquer): problème:
Removal of item from MIL / Article retiré:
(Start “Other” explanation here / Débuter ‘’Explications’’ ici)
Description of Change / Description du changement (Provide clear and concise description)
Impact Assessment / Évaluation des impacts (Stock level – Recommendations for Use as is, dispose, modify / Production control - Effectivity / delivery schedule /
Cost Item(s) / Activités avec coûts Time Allocated / Temps Amount(s) / Montant(s) alloué
Page 1 Change Request and Authorization (CRA) Form / Formulaire de Requête de Changement et Autorisation
Total Cost(s) / Coûts $ Totaux:
Previous Price Per Unit / Ancien prix par unite: ______New Price Per Unit / Nouveau prix par unite: _____
Completed by / Date: Complété par:
Depending of the complexity and potential integration issues with other items on the Soldier System Platform, this Change Request might be subject to the DSSPM Soldier System Configuration Management (SSCM) process. In this case the pertinent TA will initiate a DSSPM CR and DSSPM Impact Analysis for final approval by the DSSPM Change Control Board. Selon la complexité et l'intégration potentiellement problématique avec d'autres articles sur la plate-forme Système du Soldat, cette demande de changement pourrait être soumise au processus DAPES de gestion de la configuartion du système du soldat. Dans ce cas, l’AT pertinente émettra une Requête de Changement DAPES accompagnée d’une étude d'impact pour l'approbation finale du Conseil de contrôle des changements DAPES.
DND TA Approval / Approbation AT DDN: DND TA / AT DDN Date: Signature:
Procurement Authority Approval / Approbation Autorité Acquisition:
PA / AA Signature: Date:
Contracting Authority Approval / Approbation Autorité Contractuelle:
CA / AC Signature: Date:
Contractor Approval / Approbation Contracteur: Contractor/Contracteur Date: Signature:
Page 2 STATEMENT OF WORK Appendix 10 – Surge Orders Sample Scenario
Department of National Defence
Surge Orders
Sample Scenario
Operational Clothing and Footwear (OCF)
Requisition Number: W8486-137549 DND Document #
Date: 17 June 2016 RDIMS 3853148
Prepared by: DSSPM National Defence Headquarters Major General George R. Pearkes Building Ottawa, Ontario, K1A 0K2 NOTICE This documentation has been reviewed by the technical authority and does not contain controlled goods. AVIS Cette documentation a été révisée par l’autorité technique et ne contient pas de marchandises contrôlées.
STATEMENT OF WORK Appendix 10 – Surge Orders Sample Scenario
1. SURGE ORDERS SCENARIO
Appendix 10 provides a realistic sample scenario for a surge demand. The line items and quantities identified are intended to represent a possible demand in excess of the norm and are provided for awareness and general planning purposes only. Appendix 10 is not to be interpreted as a commitment on the part of the Government.
1.2 Task Force Deployment The Canadian Armed Forces will deploy a Joint Task Force consisting initially of 1000 Army personnel and 350 Air Force personnel in an arid country. The Task Force must be ready to deploy in six weeks. a. Initial strength for Rotation 1 - 1000 Army / 350 Air Force) b. From rotation 2 (3000 Army / 750 Air Force) c. Current Mission planning is for 6 rotations of 6 months in duration for a total deployment of 3 years 1.3 Supply of OCF Items OCF items in sufficient quantities must be made available as per CAF Material Authorization (MA) tables below for distribution to authorized CAF personnel by Clothing Stores according to the following: a. Army personnel – All items under MA D01301AA (Basic Combat Clothing) and MA D01301AB (Field Combat Clothing and Accessories) are already issued to personnel but an increase of 25% in demand must be expected for the duration of this mission. All items under MA D01301 AD (Hot Climate Clothing) require provisioning and distribution to personnel in 4 weeks for rotation 1 and 1 month prior to deployment for subsequent rotations. Personnel returning from this mission will return all items received under MA D01301AD (except items 27, 104, 107, 117, 148, 153, 435) to clothing stores one month following their return. b. Air Force personnel - All items under MA D01341AA (AF Operational Clothing & Equip) are already issued to personnel but an increase of 15% in demand must be expected for the duration of this mission. All items under MA D01341AE (Deployment Desert Environment) require provisioning and distribution to personnel in 4 weeks for rotation 1 and 1 month prior to deployment for subsequent rotations. Personnel returning from this mission will return all items received under MA D01341AE (except items 117, 151, 435) to clothing stores within one month following their return.
Appendix 10 – Page 1 of 3 STATEMENT OF WORK Appendix 10 – Surge Orders Sample Scenario
Canadian Army - OCFC2 Items CFSS MA D01301 - Init Issue OCFC2 Item Number GC STK_CDE DESCRIPTION UOI AA AB AC AD
1 8415 219206564 TROUSERS, COMBAT, TW / PANTALONS DE COMBAT RBT EA 3
2 8415 219206584 COAT, COMBAT, TW / VESTE DE COMBAT, RBT EA 3
3 8415 219218018 BAND HELMET CAMO/ RUBAN,CAMOUFLAGE DE CASQUE EA 2 BADGE, IDENTIFICATION, NAME TAPE, CA, CADPAT(AR)/ 27 8455 219216660 INSIGNE D'IDENTITE, BANDE PATRONYMIQUE, AC, DCamC (RA) SE 3
103 8455 218554637 INSIGNIA,SHOULDER SLEEVE, NATIONAL FLAG, SEW-ON EA 1
104 8455 219210044 INSIGNIA,SHOULDER SLEEVE, NATIONAL FLAG, VELCRO EA 3 2
105 8455 219210045 INSIGNIA,SHOULDER SLEEVE, NATIONAL FLAG, OLIVE DRAB, VELCRO EA 3
107 8455 219217706 INSIGNIA,SHOULDER SLEEVE, NATIONAL FLAG, (ARID); VELCRO EA 3
109 8415 200001672 GLOVES LIGHTWEIGHT THERMAL/MORTAR /GANTS, TEMPS FROID ET PLUVIEUX PR 1 GLOVES, FLAME RESISTANT, TAN, COMBAT / 110 8415 200039173 GANTS DE COMBAT IGNIFUGÉS, COULEUR HAVANE PR 1
112 8415 211042104 MITTEN SHELLS,EXTREME COLD WEATHER PR 1
114 8415 219145176 HAT,SUN,TEMPERATE WEATHER,COMBAT EA 1 GLOVES COLD/WET WEATHER / 115 8415 219209019 GANTS POUR TEMPS FROID ET PLUVIEUX PR 1 TEMPERATE COMBAT GLOVES / 116 8415 219214297 GANTS DE COMBAT POUR CLIMAT TEMPÉRÉ PR 1
117 8415 219217797 TEMPERATE WEATHER COMBAT CAP (ARID) EA 1
130 8415 211042079 MITTENS, INSERTS, EXTREME COLD WEATHER PR 1
133 8415 218577758 GLOVE INSERTS,COLD WEATHER PR 1
134 8415 218577791 GLOVE SHELLS,COLD WEATHER PR 1
135 8415 219139573 GLOVES,COLD WEATHER PR 1
138 8415 211042111 MITTENS,EXTREME COLD WEATHER PR 1
139 8415 211042125 MITTEN SHELLS,MEN'S, BROWN PR 1
145 8415 219135334 TROUSERS,EXTREME COLD WEATHER (IECS) EA 1
146 8415 219135335 PARKA,EXTREME COLD WEATHER EA 1
147 8415 219135336 OVERALLS,COLD WEATHER EA 1
148 8430 200018933 BOOTS,COMBAT, SAFETY TAN EA 2
153 8430 200041013 BOOTS, COMBAT, HOT WEATHER DESERT EA 2
157 8430 211046909 BOOTS,EXTREME COLD WEATHER, MUKLUK STYLE, LAND FORCE PR 1
165 8415 211037669 SOCKS WOOL FREIZE FOR ECW MUKLUK EA 1
184 8415 219216837 COAT,COMBAT,CADPAT (TW) EA 1 JACKET HOT/WET WEATHER CADPAT AR / BLOUSON, POURS TEMPS CHAUD OU 191 8415 200005858 PLUVIEUX, DCAMC RA EA 1 TROUSERS HOT/WET WEATHER, CADPAT AR / PANTALON, POUR TEMPS CHAUD OU 192 8415 200006538 PLUVIEUX, DCAMC RA EA 1 JACKET HOT/WET WEATHER CADPAT TW / BLOUSON, POURS TEMPS CHAUD OU 193 8415 200017150 PLUVIEUX, DCAMC RBT EA 1 TROUSERS, HOT/WET WEATHER CADPAT TW / PANTALON, POUR TEMPS CHAUR OU 194 8415 200017213 PLUVIEUX, DCAMC RBT EA 1
218 8415 219208554 SWEATPANTS FLEECE CADPAD TW / PANTALON EN MOLLETON DCAMC RBT EA 2
219 8415 219208580 SWEAT SHIRT, FLEECE, CADPAT (TW) EA 2
221 8415 219216904 PARKA,COMBAT,CADPAT (TW) ICE EA 1
222 8415 219216950 OVERALLS,COLD WEATHER, CADPAT (TW) EA 1
223 8415 219217022 TROUSERS C/W WEATHER, CADPAT (TW) ICE EA 1
224 8415 219217177 COAT,CAMOUFLAGE PATTERN, CADPAT (AR) EA 4
225 8415 219217179 TROUSERS,COMBAT CADPAT (AR) PR 4
226 8440 11484549 SCARF,NECKWEAR,MEN'S, OVERALL BROWN, US ARMY, 436 EA 1
231 8415 219079888 TROUSERS,SNOW CAMOUFLAGE EA 1
232 8415 219079893 PARKA,SNOW CAMOUFLAGE EA 1
233 8440 218991687 SUSPENDERS, TROUSERS / BRETELLES POUR PANTALON EA 1
258 8465 200024943 THERMAL BLANKET LW CADPAT (TW) / COUVERTURE THERMIQUE, POIDS LÉGER, EA 1
273 8315 219031150 SEWING KIT KT 1
435 8420 200005688 SHIRT, ATHLETE, TAN EA 8
436 8465 219217255 COVER, FIELD PACK, CAMOUFLAGE cadpat ar EA 1
440 8335 211047179 INSOLES, FOOTWEAR, FELT EA 2
CFSS MA D01301AA: Basic Combat Clothing
CFSS MA D01301AB: Field CBT clothing and accessories
CFSS MA D01301AC Cold Climate Basic Combat Clothing
CFSS MA D01301AD: Hot Climate Clothing
Appendix 10 – Page 2 of 3 STATEMENT OF WORK Appendix 10 – Surge Orders Sample Scenario
Royal Canadian Air Force - OCFC2 Items CFSS MA D01341 - Init Issue OCFC2 Item Number GC STK_CDE DESCRIPTION UOI AA AB AC AD AE AF
1 8415 219206564 TROUSERS, COMBAT, TW / PANTALONS DE COMBAT RBT EA 3
2 8415 219206584 COAT, COMBAT, TW / VESTE DE COMBAT, RBT EA 3
435 8420 200005688 SHIRT, ATHLETE, TAN EA 6 BADGE, IDENTIFICATION, NAME TAPE, RCAF, BLUE ON CAG / 26 8455 200024527 INSIGNE D'IDENTITE, BANDE PATRONYMIQUE, ARC, BLEU SUR VCM SE 3
INSIGNIA, RANK, SLIP-ON, RCAF, BLUE ON CAG/ 70 8455 200024674 INSIGNE DE GRADE, FOURREAU, ARC, BLEU SUR VCM EA 3
104 8455 219210044 INSIGNIA,SHOULDER SLEEVE, NATIONAL FLAG, VELCRO EA 3
105 8455 219210045 INSIGNIA,SHOULDER SLEEVE, NATIONAL FLAG, OLIVE DRAB, VELCRO EA 3 GLOVES, LEATHER PALM, POLYAMIDE JERSEY BACK, FLYERS' / 108 8415 219040972 GANTS D' AVIATEUR, PAUME EN CUIR/DOS EN JERSEY POLYAMIDE PR 1
112 8415 211042104 MITTEN SHELLS,EXTREME COLD WEATHER PR 1 1 GLOVE INSERTS HIGH TEMP RESISTANT / 113 8415 219040661 GANTS INTÉRIEURS RÉSISTANT À DES TEMPÉRATURES ÉLEVÉES PR 1 1
114 8415 219145176 HAT,SUN,TEMPERATE WEATHER,COMBAT EA 1 GLOVES COLD/WET WEATHER / 115 8415 219209019 GANTS POUR TEMPS FROID ET PLUVIEUX PR 1
117 8415 219217797 TEMPERATE WEATHER COMBAT CAP (ARID) EA 1
133 8415 218577758 GLOVE INSERTS,COLD WEATHER PR 1
134 8415 218577791 GLOVE SHELLS,COLD WEATHER PR 1
150 8430 200020349 BOOTS,SAFETY,MEN'S COLD WEATHER AIR FORCE PR 2 BOOTS, SAFETY, MEN'S, DESERT COMBAT, AIR FORCE, TAN / BOTTES DE SÉCURITÉ POUR CLIMAT CHAUD ET DÉSERTIQUE, EN NUBUCK DE COULEUR HAVANE, DE LA 151 8430 200020455 FORCE AÉRIENNE PR 2 BOOTS, SAFETY, TEMPERATE, BLACK / BOTTES DE SÉCURITÉ POUR CLIMAT 152 8430 200020576 TEMPÉRÉ DE LA FORCE AÉRIENNE PR 2
154 8430 200041105 BOOTS,EXTREME COLD WEATHER, SAFETY, AIR FORCE PR 1
157 8430 211046909 BOOTS,EXTREME COLD WEATHER, MUKLUK STYLE, LAND FORCE PR 1 1
165 8415 211037669 SOCKS WOOL FREIZE FOR ECW MUKLUK EA 2 2 1
166 8335 200023061 INSOLES,FOOTWEAR REPLACEMENT FOR MONDOPOINT SIZED FOOTWEAR PR 1 2 JACKET HOT/WET WEATHER CADPAT AR / BLOUSON, POURS TEMPS CHAUD OU 191 8415 200005858 PLUVIEUX, DCAMC RA EA 1
172 8335 211047163 INSOLES,FOOTWEAR, PLASTIC PR 2 2 TROUSERS HOT/WET WEATHER, CADPAT AR / PANTALON, POUR TEMPS CHAUD OU 192 8415 200006538 PLUVIEUX, DCAMC RA EA 1 2
440 8335 211047179 INSOLES, FOOTWEAR, FELT PR 2 2 JACKET HOT/WET WEATHER CADPAT TW / BLOUSON, POURS TEMPS CHAUD OU 193 8415 200017150 PLUVIEUX, DCAMC RBT EA 1 2 TROUSERS, HOT/WET WEATHER CADPAT TW / PANTALON, POUR TEMPS CHAUR OU 194 8415 200017213 PLUVIEUX, DCAMC RBT EA 1
211 8415 200057561 JACKET, FLEECE, AIR, CADPAT TW EA 1
184 8415 219216837 COAT,COMBAT,CADPAT (TW) EA 1
221 8415 219216904 PARKA,COMBAT,CADPAT (TW) ICE EA 1
222 8415 219216950 OVERALLS,COLD WEATHER, CADPAT (TW) EA 1
223 8415 219217022 TROUSERS C/W WEATHER, CADPAT (TW) ICE EA 1
224 8415 219217177 COAT,CAMOUFLAGE PATTERN, CADPAT (AR) EA 4
225 8415 219217179 TROUSERS,COMBAT CADPAT (AR) EA 4
231 8415 219079888 TROUSERS,SNOW CAMOUFLAGE EA 1
232 8415 219079893 PARKA,SNOW CAMOUFLAGE EA 1
233 8440 218991687 SUSPENDERS, TROUSERS / BRETELLES POUR PANTALON EA 1
258 8465 200024943 THERMAL BLANKET LW CADPAT (TW) / COUVERTURE THERMIQUE, POIDS LÉGER, EA 1
273 8315 219031150 SEWING KIT KT 1
279 8440 200062690 BELT, TROUSERS CBT BROWN / CEINTURE,PANTALON CBT BRUN EA 1
130 8415 211042079 MITTENS, INSERTS, EXTREME COLD WEATHER PR 1 1 1
442 8415 218082587 GLOVES, MENS AND PR 1
CFSS MA D01341AA: AF Operational Clothing & Equip
CFSS MA D01341AB: Wing Auxiliary Security Force
CFSS MA D01341AC Deployment Air Mobile Movement
CFSS MA D01341AD: AF Deploy / High Readiness Trg
CFSS MA D01341AE: Deployment Desert Environment
CFSS MA D01341AF: CFS Alert
Appendix 10 – Page 3 of 3 Department of National Defence
Appendix 11 to Annex A – Summary of Milestones and Deliverables OCFC2 Department of National Defence
Summary of Key Milestones and Deliverables Operational Clothing and Footwear Consolidated Contract (OCFC2)
Requisition Number: W8486-137549 DND Document #
Date: 17 June 2016 RDIMS 3859888
Prepared by: DSSPM National Defence Headquarters Major General George R. Pearkes Building Ottawa, Ontario K1A 0K2 NOTICE This documentation has been reviewed by the technical authority and does not contain controlled goods. AVIS Cette documentation a été révisée par l’autorité technique et ne contient pas de marchandises contrôlées.
Department of National Defence
Appendix 11 to Annex A – Summary of Milestones and Deliverables OCFC2 Summary of Key Milestones and Deliverables
As specified in the SOW, the following table outlines the key deliverables and milestones. This table is intended as an aide for clarity purposes only. In the case of discrepancies, the information provided within Annex A, and/or as specified in the Contract Data Requirements List at Appendix 2, will take precedence.
Deliverables Schedule Program Management Plan (PMP) The PMP, initially submitted at Bid Closing for Bid Evaluation purposes, will be reviewed sequentially: Kick-Off Meeting at 15 daca - PMP main document without annexes PRM at 2 maca– PMP Annex A PRM at 3 maca – PMP All remaining annexes Further reviews may be required as requested by DND PM Master Project Schedule (MPS) and Work The proposed MPS and WBS, initially Breakdown Structure (WBS) submitted at Bid Closing, will be re-submitted 5 days before the kick-off meeting and will be reviewed during the kick-off meeting. The Contractor must finalize and submit the MPS and WBS within twenty working days of the kick-off meeting. Upon DND PM approval, the Contractor shall baseline the MPS and WBS.
The Contractor must submit MPS progress updates on a monthly basis. The Contractor must rebaseline the MPS and WBS only when directed to do so by the DND PM. Amendments must be approved by the DND PM. Surge Requirement Plan (SRP) The proposed SRP, initially submitted at Bid Closing for Bid Evaluation purposes will be reviewed at the Progress Review Meeting (PRM) scheduled at 5 MACA. The Contractor must finalize and submit the SRP prior to the initiation of Phase 2. The Contractor must adjust and resubmit the Surge Requirement Plan for further considerations as required through the Progress
Department of National Defence
Appendix 11 to Annex A – Summary of Milestones and Deliverables OCFC2 Review Meeting (PRM). Quality Management Plan (QMP) Block 11: The proposed QMP will be reviewed at the Progress Review Meeting (PRM) scheduled at 4 MACA. The Contractor must finalize and submit the QMP prior to the initiation of Phase 2. Further reviews may be required as requested by DND PM Performance Measurement Plan (Perf MP) The proposed Perf MP will be reviewed at the Progress Review Meeting (PRM) scheduled at 3 MACA. The Contractor must finalize and submit the Perf MP prior to the initiation of Phase 2.
The Contractor must adjust and resubmit the Performance Measurement Plan for further considerations as required through the Progress Review Meeting (PRM). Green Procurement Plan (GPP) The proposed GPP will be reviewed at the Progress Review Meeting (PRM) scheduled at 4 MACA. Further reviews may be required as requested by DND PM ISO 9001-2008 Quality Management Systems The Contractor must be ISO 9001-2008 Certification certified at bid proposal closing. The Contractor must provide PWGSC CA with a copy of the Registered Certificate and maintain certification for the duration of the contract. Phase 1 Transition-In Kick-Off Meeting The Contractor shall schedule, plan and organize the meeting no later than fifteen (15) calendar days after contract award. Action Item Report (AIR) Submitted with the minutes of the Kick-Off Meeting in accordance with CDRL / DID PM- 005. Monthly updates to be submitted thereafter. Electronic Catalogue A preliminary Catalogue must be submitted for review no later than six weeks prior to the start of Phase 2. A revised Catalogue, addressing the comments from DND, must be available from the start of Phase 2. Progress Review Meetings (PRMs) The Contractor shall schedule, plan and organize monthly Progress Review Meetings,
Department of National Defence
Appendix 11 to Annex A – Summary of Milestones and Deliverables OCFC2 or as and when required by Canada. Problem Report As required, in accordance with CDRL/DID PM-006. Phase 1 Completion Refer to CDRL / DID PM-013. Must be no later than six (6) months after contract award. Phase 2 On-going OCF Supply Chain Management
Phase 2 Service Commencement No later than one (1) week following the completion of Phase 1. Phase 2 Completion Refer to CDRL / DID PM-013. Phase 3 - Direct Delivery to Individual Military Members Phase 3 Commencement As authorized in writing by the DND PM. Anticipated to commence no later than one (1) year following commencement of Phase 2. Phase 3 Completion Upon written notification from the Contract Authority (CA). Phase 4 - Transition-Out Phase 4 Commencement Upon written notification from the Contract Authority (CA). Transition-Out Plan (TOP) The TOP shall be submitted in accordance with CDRL/DID PM-010 no later than thirty (30) calendar days after receipt of contract termination notice from the CA. Phase 4 Completion Refer to CDRL / DID PM-013.
Department of National Defence ANNEX B – Basis of Payment
Department of National Defence
BASIS OF PAYMENT Operational Clothing and Footwear Consolidated Contract (OCFC2)
Requisition Number: W8486-137549 DND Document #
Date: 17June 2016 RDIMS 3973762
Prepared by: DSSPM National Defence Headquarters Major General George R. Pearkes Building Ottawa, Ontario K1A 0K2 NOTICE This documentation has been reviewed by the technical authority and does not contain controlled goods. AVIS Cette documentation a été révisée par l’autorité technique et ne contient pas de marchandises contrôlées. Page 1 of 8 Department of National Defence ANNEX B – Basis of Payment
ANNEX B
BASIS OF PAYMENT/PRICING PROPOSAL
The Contractor will be paid for the performance of the work in accordance with the terms and conditions of the Contract as follows: (A) firm Line Item Unit Cost (LIUC) for all Contract line items (Appendix 1_first tab); (B) firm Line Item Mark-up (LIM) for the life of the Contract , including option periods. The LIM will be applied as a percentage of the LIUC at time of sale to Canada. (C) firm all-inclusive hourly rates for ‘As and when requested’ Professional services (Appendix 1_second tab); and (D) transportation costs which must be at the Contractor’s cost and LIM will not be applied.
1. FIRM LINE ITEM UNIT COSTS (LIUC)
The Contractor must provide LIUCs for each of the Contract line items, in Canadian funds for the first year of the Contract, Delivered Duty Paid, (Incoterms 2000), transportation costs extra, Goods and Services Tax, Harmonized Sales Tax and Quebec Sales Tax are extra. Canadian Customs Duties, where applicable, sales, excise and other and similar taxes levied, assessed or imposed under any legal jurisdictions in respect of anything to be furnished, sold or delivered by the Contractor pursuant to the Contract; all export and import licenses, permits where applicable; and any other related costs must be included in the LIUC. The Contractor’s Indirect Cost must not be included in the LIUC.
The LIUCs (increases or decreases) will be adjusted in accordance with Statistics Canada's average Consumer Price Index (all items) for municipalities in Canada, with the municipality closest to the Contractor’s area of operations used for this purpose. The adjustment will be made annually, based on the average of the CPI of the most recently reported twelve-month period using the LIUC of the previous year. Every five years, when the LIUC is renegotiated, the CPI adjustment will not be applied.
2. NEGOTIATION OF THE LIUCs AND HOURLY RATES FOR PROFESSIONAL SERVICES
Every 5 years, Canada and the Contractor will negotiate all LIUCs and Firm all-inclusive hourly rates to provide the ’As-and-when requested’ Professional Services. At least 3 months before every 5 year period ends (5th, 10th, 15th year of Contract), the Contractor must submit a revised LIUC for each line item and Firm all-inclusive hourly rates for Professional Services to the Contracting Authority. The costs submitted by the Contractor must be in accordance with prices available in the market for similar annual
Page 2 of 8 Department of National Defence ANNEX B – Basis of Payment quantities of each line item or services. The new negotiated LIUCs and hourly rates will enter into force only at contract amendment time of issue and will not be retroactive.
The Contractor must provide revised Firm all-inclusive hourly rates for Professional Services and supporting documentation to the Contracting Authority.
The process outlined below will be followed for each revised LIUC. The Contractor must provide revised LIUCs and supporting documentation to the Contracting Authority as follows:
For any revised LIUC, the Contractor must demonstrate as follows that the cost submitted is competitive:
A) For goods produced by the Contractor, the Contractor must submit their quote and quotes from two competing firms; or
B) For goods produced by sub-contractors, the Contractor must submit quotes from three competing firms, where possible. If the Contractor is unable to provide three quotes from competing firms, the reason must be provided to the Contracting Authority; and
C) In the event that there is only one source available for a particular new line item, the proposed cost along with price justification (published price list, previous invoices, or cost breakdown) must be provided to the Contracting Authority for review and approval. The Contractor must also provide a justification to the Contracting Authority as to why only one source is available for a particular new line item.
If the Contracting Authority is of the opinion that a cost submitted is fair and reasonable, the Contracting Authority will approve the cost in writing. Once all revised LIUC will have been negotiated, the inclusion of the revised LIUC agreed to by Canada will be evidenced through a Contract Amendment.
Canada reserves the right to reject the proposed LIUC, remove the item from the contract and procure the item itself.
3. FIRM LINE ITEM MARK-UP (LIM)
The firm all-inclusive LIM is applicable for the life of the Contract, including option periods. This mark-up is intended to cover all elements of the Contractor's costs, excluding the firm LIUC which is addressed separately above. The LIM must include all of the
Page 3 of 8 Department of National Defence ANNEX B – Basis of Payment functions required in the Statement of Work, attached as Annex “A”, excluding the “As-and-when requested” Professional Services, transportation costs, and applicable taxes.
Firm Line Item Mark-up (LIM) offered for the life of the contract including option periods ______%
Once phase 2 is complete and signed off by Canada, and once Canada has decided that the phase 3 is to be initiated, the LIM will be increased by X%, at the start of phase 3 and up until the end of the contract.
3.1 CANADA OWNED INVENTORY
Goods that are transferred from Canada to the Contractor during the course of the Contract will become the responsibility of the Contractor. When Canada requests delivery of these goods, the Contractor will only charge their LIM. For calculation purposes, the Contractor will use the appropriate LIUCs listed in the Contract for the subject goods. If no LIUC exist in the Contract, Canada will provide to the Contractor a LIUC based on an estimated market value for similar goods.
4. ’AS-AND-WHEN REQUESTED’ PROFESSIONAL SERVICES
Firm all-inclusive hourly rates to provide the ’As-and-when requested’ Professional Services for the categories mentioned below and for the first year of the Contract. Categories Hourly rates for Year 1 Senior Pattern Grader Junior Pattern Grader Senior Designer Junior Designer Senior Textile Technologist Junior Textile Technologist 1. Junior is up to seven years of experience in the category; 2. Senior is more than seven years of experience in the category.
Adjustment of firm all-inclusive hourly rates will be made annually in accordance with Statistics Canada's average Consumer Price Index (all items) for municipalities in Canada, with the municipality closest to the Contractor’s main area of operations used for this
Page 4 of 8 Department of National Defence ANNEX B – Basis of Payment purpose. The adjustment will be based on the average of the CPI of the most recently reported twelve-month period using the hourly rates of the previous year. The hourly rates will also be renegotiated every 5 years as describe in section 2 above.
4.1 ’AS-AND-WHEN REQUESTED’ PROFESSIONAL SERVICES:
A Task Authorization (DND 626) will be issued along with a SOW outlining the work requirement, for as-and-when requested professional services.
Any materials, findings and services required to perform “As-and-when requested” Professional Services will be reimbursed at cost supported by invoice. Any materials/equipment required to perform the work must be included in the estimate. Any unexpected expenses must be forwarded under a revised cost estimate to the PA for approval.
5. TRANSPORTATION COSTS
Goods must be shipped pre-paid by the Contractor, including all delivery charges DDP to Destination specified. Prepaid transportation charges must be shown at cost as a separate item on the invoice, supported by a certified copy of the pre-paid transportation bill.
The Contractor must negotiate the most cost-effective rates possible on an on-going basis. The Contractor must make the selection of carriers in a competitive manner and maintain records which, at the discretion of Canada, may be subject to an audit during the Contract period. If the said audit demonstrates that the transportation costs are excessive, it is agreed that the Contractor must make repayment to Canada in the amount found to be excessive.
6. NEW LINE ITEMS
Canada reserves the right to add new line items to the Contract as required by departmental programs in keeping with the scope of line items required under the Contract. The process outlined below will be followed for new line items to be added to the Contract. New line items will only be added to the Contract if the prices submitted are considered in Canada’s sole discretion to be fair and reasonable. Upon receipt of a written notice from Canada, the Contractor must provide pricing and a price justification to the Contracting Authority as follows:
For any new line item, the Contractor must demonstrate as follows that the price submitted is competitive:
Page 5 of 8 Department of National Defence ANNEX B – Basis of Payment
A) For goods produced by the Contractor the Contractor must submit their quote and quotes from two competing firms; or
B) For goods produced by sub-contractors, the Contractor must submit quotes from three competing firms, where possible. If the Contractor is unable to provide three quotes from competing firms, the reason must be provided to the Contracting Authority; and
C) In the event that there is only one source available for a particular new line item, the proposed cost along with price justification (published price list, previous invoices, or cost breakdown) must be provided to the Contracting Authority for review and approval. The Contractor must also provide a justification to the Contracting Authority as to why only one source is available for a particular new line item.
If the Contracting Authority is of the opinion that a cost quote submitted is fair and reasonable, the Contracting Authority will approve the cost in writing. Canada reserves the right to reject the proposed pricing on a new line item and procure the item itself. Once a cost is approved by the Contracting Authority, the inclusion of the new line item and the price agreed to by Canada will be evidenced for administrative purposes only through a contract amendment.
7. INVENTORY BUY-BACK
7.1 End of Contract. At the end of the Contract where there is a new contract with another supplier or Canada takes over the services under contract, Canada will purchase Contractor owned inventory up to a maximum 6 months consumption of the line items (on a per line item basis rather than on an aggregate basis) in accordance with paragraph 7.3. If Canada requires additional quantities, they may at Canada’s sole discretion opt to purchase additional quantities. The prices applicable to all line items included in this Inventory Buy-Back will be the total of the LIUC and 50% of LIM.
7.2 Removal of Contract Line Items. During the life of the contract Canada may remove Contract line items, either due to obsolescence (item being removed from service) or if Canada determines that managing a specific item on this contract is not advantageous to the Crown. In this event, Canada will purchase the Contractor owned inventory up to a maximum 6 months consumption of the line items (on a per line item basis rather than on an aggregate basis) in accordance with paragraph 7.3. If Canada requires additional quantities, they may at Canada’s sole discretion opt to purchase additional quantities. The prices applicable to all line items included in this Inventory Buy-Back will be the total of the LIUC and 50% of LIM.
Page 6 of 8 Department of National Defence ANNEX B – Basis of Payment
7.3 Six Month Consumption. Canada’s average yearly consumption will be based on the sales of the previous 24 month period commencing 6 months prior to:
A) The Contract end date; or
B) The date on which the Contractor is advised of the removal of an item from the contract.
Another period may be used upon mutual consent of the Parties. The sizing for each quantity of line item to be delivered to Canada under this provision will be determined using the total quantity per size ordered during the average yearly consumption period. The Contractor must perform all calculations and provide Canada with all the data pertaining to the Inventory Buy-Back within 21 calendar days after request of the Contracting Authority.
If the Contract is terminated for default, Canada reserves the right to not proceed with the Inventory Buy-Back described.
8. CANADA OWNED INVENTORY
Canada Owned Inventory must be returned to Canada upon request. The Contractor will be paid for the return of any Canada Owned Inventory at 30% of LIM, transportation charges extra. The Contractor must deliver the Canada Owned Inventory within 10 business days after receipt of written notice from the Contract Authority. Canada reserves the right to extend the delivery period at its sole discretion.
9. BULK FABRIC BUY-BACK
Canada may purchase bulk fabric held by the Contractor, through a Bulk Fabric Buy-Back. The price paid by Canada for the Bulk Fabric Buy-Back will be the Contractor’s direct costs for the fabric evidenced by supporting documentation provided by the Contractor, to the sole satisfaction of the Contracting Authority. No LIM will apply to Bulk Fabric Buy-Back.
Canada may exercise the Bulk Fabric Buy-Back at any time prior to the Contract end date. If Canada contemplates exercising the Bulk Fabric Buy-Back, the Contracting Authority will send the Contractor a request for the direct costs breakdown. If following review of the direct costs breakdown, Canada decides at its sole discretion to exercise the Bulk Fabric Buy-Back, the Bulk Fabric Buy-Back will be evidenced in writing by the Contracting Authority. The Contractor must deliver the Bulk Fabric Buy-Back within 10 business days
Page 7 of 8 Department of National Defence ANNEX B – Basis of Payment after receipt of the written notice from the Contracting Authority. Canada reserves the right to extend the delivery period at its sole discretion.
Line Items Unit Cost (LIUC) see Appendix 1 of Annex B
Page 8 of 8 Department of National Defence / Ministère de la Défense Nationale APPENDIX 1 of ANNEX B – Line Item Unit Cost (LIUC) / APPENDICE 1 À L'ANNEXE B – Coût unitaire par article (CUA) Line Items Unit Cost (LIUC) / Coût Unitaire par Article (CUA)
* The line item unit costs (increases or decreases) will be adjusted in accordance with Statistics Canada's average Consumer Price Index (all items) for municipalities in Canada, with the municipality closest to the Contractor’s area of operations used for this purpose. The adjustment will be made annually, based on the average of the CPI of the most recently reported twelve-month period using the LIUC of the previous year. Every five years, when the LIUC is renegotiated the CPI adjustment will not be applied. * Les coûts unitaires des articles (augmentations ou diminutions) seront ajustés en fonction de la moyenne d' indice des prix à la consommation (IPC) de Statistique Canada (tous les articles) pour les municipalités au Canada, avec la municipalité la plus proche du site de l'entrepreneur principal ou se fait l'ajustement. L'ajustement sera effectué chaque année, sur la base de la moyenne de l'IPC de la période de douze mois la plus récemment rapportée en utilisant le CUA de l'année précédente. Tous les cinq ans, lorsque le CUA est renégocié l'ajustement de l'IPC ne seront pas appliqué. Line Item Unit Cost (LIUC), for Yearly Year 1 / Coût Demand Unitaire de Item # / Qty / Qtée l'Article No Stock Code / Code Demande (CUA), pour année d'article Inventaire Item Description / Description de l'article Annuelle un TOTAL
Segment 1 Operational Clothing CADPAT™ / Vêtements Opérationnels HAT, SUN, TEMPERATE WEATHER, COMBAT (CADPAT™ TW) / CHAPEAU DE SOLEIL DE COMBAT POUR CLIMAT 114 219145176 TEMPÉRÉ (CADPAT™ TW) 10320 - GLOVES COLD/WET WEATHER / 115 219209019 GANTS POUR TEMPS FROID ET PLUVIEUX 7947 -
TEMPERATE COMBAT GLOVES / 116 219214297 GANTS DE COMBAT POUR CLIMAT TEMPÉRÉ 8896 -
HAT, SUN, TEMPERATE WEATHER, COMBAT (CADPAT™ Arid Region (AR)) / CHAPEAU DE SOLEIL DE COMBAT POUR CLIMAT 117 219217797 TEMPÉRÉ (CADPAT™ Arid Region (AR)) 7146 -
TROUSERS, HOT GARMENT CADPAT (TW) / PANTALONS, VETEMENT CHAUD, 175 219216244 DCAMC (RBT) 1112 -
COAT / PARKA, C/W/WEATHER, ICE / BLOUSON / PARKA POUR TEMPS FROID 184 219216837 ET PLUVIEUX, EVI 10738 - JACKET HOT/WET WEATHER CADPAT AR / BLOUSON, POURS TEMPS 191 200005858 CHAUD OU PLUVIEUX, DCAMC RA 3146 -
TROUSERS HOT/WET WEATHER, CADPAT AR / PANTALON, POUR TEMPS 192 200006538 CHAUD OU PLUVIEUX, DCAMC RA 2588 -
JACKET HOT/WET WEATHER CADPAT TW / BLOUSON, POURS TEMPS 193 200017150 CHAUD OU PLUVIEUX, DCAMC RBT 15465 -
TROUSERS, HOT/WET WEATHER CADPAT TW / PANTALON, POUR TEMPS 194 200017213 CHAUR OU PLUVIEUX, DCAMC RBT 13239 -
211 200057561 JACKET FLEECE, SD, CADPAT TW / VESTE MOLLETONNEE, DS, DCAMC RBT 4337 -
218 219208554 SWEATPANTS FLEECE CADPAD TW / PANTALON EN MOLLETON DCAMC RBT 15296 -
219 219208580 SWEATSHIRT FLEECE CADPAT TW / CHANDAIL EN MOLLETON DCAMC RBT 16547 - PARKA ECW CADPAT TW (ICE) / PARKA POUR TRES GRANDS FROIDS 221 219216904 DCAMC RBT (EVI) 6984 -
OVERALLS ECW CADPAT TW - ICE / SALOPETTE POUR TRES GRANDS 222 219216950 FROIDS DCAMC RBT - EPI 5060 -
TROUSERS C/W WEATHER CADPAT TW - ICE / PANTALONS POUR TEMPS 223 219217022 FROIDS ET PLUVIEUX, DCAMC RBT - EPI 10039 - THERMAL BLANKET LW CADPAT (TW) / COUVERTURE THERMIQUE, POIDS 258 200024943 LÉGER, 6415 -
CONVERGED COAT, COMBAT, ECU, CADPAT AR / VESTES DE COMBAT 380 200067122 COMBINEES, UCA, DCAMC RA 20219 - CONVERGED COAT, COMBAT, ECU, CADPAT TW / VESTES DE COMBAT 381 200067100 COMBINEES, UCA, DCAMC RBT 60375 - CONVERGED TROUSERS, ECU, CADPAT AR / PANTALONS DE COMBAT 382 200067016 COMBINES, UCA, DCAMC RA 16185 - CONVERGED TROUSERS, ECU, CADPAT TW / PANTALONS DE COMBAT 383 200066993 COMBINES, UCA, DCAMC RBT 66489 - COVERALLS, FLYERS, COMBAT, FR, CADPAT AR - COMBINAISON DE VOL DE 386 200054546 COMBAT, IGNIFUGE, DCAMC RA 593 - JACKET, HOT GARMENT, CADPAT TW, AIR / VESTE VETEMENT CHAUD, 402 219216273 DCAMC RBT, AIR 465 - COVERALLS, FIREFIGHTERS, CADPAT TW / COMBINAISONS DE POMPIER, 406 200073035 DCAMC RBT 1429 - COVERALLS, FIREFIGHTERS, CADPAT AR / COMBINAISONS DE POMPIER, 407 200073058 DCAMC RA 150 - SHIRT, HOT WEATHER, HYBRID, CADPAT AR / CHEMISE HYBRIDE POUR 431 200048832 TEMPS CHAUD, DCAMC RA 1364 - Segment 2 Operational Clothing NON-CADPAT™ / Vêtements Opérationnels
GLOVES, LEATHER PALM, POLYAMIDE JERSEY BACK, FLYERS' / 108 219040972 GANTS D' AVIATEUR, PAUME EN CUIR/DOS EN JERSEY POLYAMIDE 3678 - GLOVES LIGHTWEIGHT THERMAL/MORTAR /GANTS, TEMPS FROID ET 109 200001672 PLUVIEUX 11719 -
GLOVES, FLAME RESISTANT, TAN, COMBAT / 110 200039173 GANTS DE COMBAT IGNIFUGÉS, COULEUR HAVANE 3324 - GLOVES COLD WET WEATHER NAVY /GANTS POUR TEMPS FROID ET 111 200058130 PLUVIEUX, MARINE 4000 -
MITTEN, SHELL, EXTREME COLD WEATHER / 112 211042104 COQUILLES POUR LES MITAINES POUR TRÈS GRANDS FROIDS 7832 -
PARKA, WET WEATHER. CANADIAN FORCES, SEA; COLOUR: BLACK / PARKA POUR TEMPS FROID ET PLUVIEUX. FORCES CANADIENNE, MARINE; 144 219202414 COULEUR NOIR 1846 - SHIRT, FLYERS TACTICAL AF GREEN / CHEMISE, EQUIPAGE D'HELICOPTERE 185 200002250 TACTIQUE, VERT AVIATION 1768 - TROUSERS FLYERS, TACTICAL AF GREEN / PANTALON, EQUIPAGE 186 200002264 D'HELICOPTERE TACTIQUE, VERT AVIATION 2218 -
SHIRT FLYERS, TACTICAL, TAN / CHEMISE, EQUIPAGE D'HELICOPTERE 195 200019143 TACTIQUE, HAVANE 623 -
TROUSERS FLYERS, TACTICAL, TAN / PANTALONS D'EQUIPAGE TACTIQUE, 196 200019179 HAVANE 670 -
JACKET, HOT/WET WEATHER, WINDBREAKER, STATIC DISSIPATIVE, FLAME RESISTANT, BLACK / BLOUSON POUR TEMPS CHAUD OU PLUVIEUX, COUPE- 198 200051917 VENT, ANTISTATIQUE, ININFLAMMABLE, NOIR 1526 - TROUSERS, HOT/WET WEATHER, WINDBREAKER, STATIC-DISSIPATIVE, FLAME RESISTANT, BLACK / PANTALONS POUR TEMPS CHAUD OU 199 200052206 PLUVIEUX, COUPE-VENT, ANTISTATIQUE, ININFLAMMABLE, NOIR 1061 -
LINER, FLYERS,JACKET, W/WEATHER ACE, BLACK / DOUBLURE POUR VISTE 209 200055272 DE VOL POUR TEMPS PLUVIEUX, NOIR 971 -
LINER, FLYERS,JACKET, W/WEATHER, ACE, LIGHT SAND / DOUBLURE POUR 210 200055310 VISTE DE VOL POUR TEMPS PLUVIEUX, SABLE PALE 300 -
JACKET FLYERS WW, AFGREEN - ACE / VESTE DE VOL DE COMBAT 212 200062379 IGNIFUGE POUR TEMPS PLUVIEUX, VERT AVIATION 654 -
OVERALLS C/W WEATHER, AFG - ACE / SALOPETTE DE VOL DE COMBAT 213 200062418 IGNIFUGE POUR TEMPS FROIDS ET PLUVIEUX VERT AVIATION 372 -
OVERALLS WW AFG, ACE / SALOPETTE DE VOL DE COMBAT IGNIFUGE 214 200062457 POUR TEMPS PLUVIEUX, VERT AVIATION 390 -
215 200063673 COVERALLS FLYERS' AF GREEN / COMBINAISON DE VOL, VERT AVIATION 150 -
JACKET H/W WEATHER, CR RED / BLOUSON POUR TEMPS CHAUD OU 216 200069642 PLUVIEUX, ROUGE RC 1000 -
PARKA C/W WEATHER, CR RED / PARKA POUR TEMPS FROID ET PLUVIEUX, 217 200069750 ROUGE RC 500 -
COVERALLS, NAVAL BOARDING PARTY, NAVY BLUE / COMBINAISONS IGNIFUGES DESTINÉES À L’ÉQUIPE D’ARRAISONNEMENT DE NAVIRES, 227 200013600 BLEU MARIN 756 -
COVERALLS, NAVAL BOARDING PARTY, TAN / COMBINAISONS IGNIFUGES DESTINÉES À L’ÉQUIPE D’ARRAISONNEMENT DE NAVIRES, COLOURE 228 200010848 HAVANE 219 -
230 219108134 COVERALLS,COMBAT VEHICLE CREWMEN'S 409 -
TROUSERS SNOW CAMO WHITE & CADPAT WO / PANTALONS CAMOUFLAGE 231 219079888 DE NEIGE BLANC ET DCAMC OH 5174 -
PARKA SNOW CAMO WHITE & CADPAT WO / PARKA, CAMOUFLAGE DE 232 219079893 NEIGE BLANC, DCAMC OH 4928 -
412 219079512 COVERALLS, ANTI-FOD, AIR FORCE BLUE / COMBINAISON, ANTI-FOD, BLEU DE L’AVIATION 1512 - 417 200044209 JACKET, FREEFALL, BUSH SUIT, SAR TECH, IO / BLOUSON, FREEFALL BUSH SUIT, TECH RES, OI 58 -
418 200044225 TROUSERS, FREEFALL, BUSH SUIT, SAR TECH, IO / PANTALONS, FREEFALL BUSH SUIT, TECH RES, OI 130 -
Neck Gaiter Lightweight Thermal Air Force / Cache-cou thermique léger de la Force 449 200073260 Aérienne 2000 -
BALACLAVA, LIGHTWEIGHT THERMAL, AIR FORCE/ 450 200074030 PASSE-MONTAGNE THERMIQUE LEGER FORCE AERIENNE 3000 -
TOQUE, LIGHTWEIGHT THERMAL, AIR FORCE / TUQUE OPÉRATIONNELLE 451 200073668 DE LA FORCE AÉRIENNE 2000 - Segment 3 Badges, Nameplates, Insignas / Écussons, Bandes de nom, Insignes INSIGNIA,RANK, CA, SLIP-ON, HI VIS, CADPAT(TW)/ 29 Generic INSIGNE DE GRADE, AC, EPAULETTE, HAUTE-VIS, DCamC (RBT) 20000 -
BADGE, IDENTIFICATION; NAME TAPE, RCN, NAVAL COMBAT, CF GOLD ON BLACK/INSIGNE D'IDENTITÉ, BANDE PATRONYMIQUE, MRC, COMBAT 64 200053829 MARINE, BRODERIE OR DES FC SUR FOND NOIR 5000 -
BADGE, IDENTIFICATION; NAME TAPE, CA, HI VIS, CADPAT(TW) / INSIGNE 67 200081994 D'IDENTITÉ,BANDE PATRONYMIQUE, AC, HAUTE-VISIBILITÉ, DCAMC (RBT) 15000 - Segment 4 Operational Footwear / Chaussures Opérationnels
BOOTS, SAFETY, HOT WEATHER (DESERT), NUBUCK, TAN, COMBAT / BOTTES DE SÉCURITÉ POUR CLIMAT CHAUD ET DÉSERTIQUE, EN NUBUCK 148 200018933 DE COULEUR HAVANE, DE LA FORCE ARMEE CANADIENNE 629 -
BOOTS, SAFETY, COLD/WET WEATHER, AIR FORCE, BLACK / BOTTES DE SÉCURITÉ POUR CLIMATE FROID ET HUMIDE, COULEUR NOIR, DE LA FORCE 150 200020349 AÉRIENNE 1984 -
BOOTS, SAFETY, MEN'S, DESERT COMBAT, AIR FORCE, TAN / BOTTES DE SÉCURITÉ POUR CLIMAT CHAUD ET DÉSERTIQUE, EN NUBUCK DE 151 200020455 COULEUR HAVANE, DE LA FORCE AÉRIENNE 1200 -
BOOTS, SAFETY, TEMPERATE, BLACK / BOTTES DE SÉCURITÉ POUR 152 200020576 CLIMAT TEMPÉRÉ DE LA FORCE AÉRIENNE 7000 - BOOTS, SAFETY, EXTREME COLD WEATHER, BLACK, AIR FORCE / BOTTES DE SÉCURITÉ POUR CLIMATE FROID EXTREME, COULEUR NOIR, DE LA 154 200041105 FORCE AÉRIENNE 244 -
BOOTS, SAFETY, COLD/WET WEATHER, BLACK, NAVAL / BOTTES DE SÉCURITÉ POUR CLIMATE FROID ET HUMIDE, COULEUR NOIR, DE LES 155 200056316 MARINES ROYALE CANADIENNE 5956 -
BOOTS, HOT WEATHER, SAFETY, SEA, BLACK (HWSB) / BOTTES DE 156 200066689 SÉCURITÉ POUR TEMPS CHAUD (BSTC) 2000 -
BOOTS, SAFETY, LINESMEN, THREE SEASON / BOTTES DE SECURITE, POUR 173 219213869 MONTEUR DE LIGNE, TROIS SAISONS 479 -
BOOTS, LAND OPERATIONS, TEMPERATE, CANADIAN FORCES (LOTB) / DES BOTTES D’OPÉRATIONS TERRESTRES POUR CLIMAT TEMPÉRÉ (BOTCT) DESTINÉES AUX 299 200082050 FORCES CANADIENNES 13000 -
BOOTS, LAND OPERATIONS, TEMPERATE, CANADIAN FORCES (LOTB) / DES BOTTES D’OPÉRATIONS TERRESTRES POUR CLIMAT TEMPÉRÉ (BOTCT) DESTINÉES AUX 300 200012410 FORCES CANADIENNES 7000 - Segment 5 Soldiers Personnel Equipment / Équipement personnel du soldat
FIELD PACK (Small Pack) CADPAT (TW) / 259 200049018 Ensemble Musette et Sacs DCamCMC (RBT) 7680 -
BOX MULTIPLE OPERATIONS / BOÎTES MULTI-OPÉRATIONNELLES 260 200058662 MOYENNES 8159 -
BAG, PROTECTIVE SLEEPING BAG / SAC PROTECTEUR DE SAC DE 263 211074616 COUCHAGE 9598 - 264 218426078 SLEEPING BAG, OUTER 9810 - 265 218426079 SLEEPING BAG, INNER - 200068976 SMALL//200068975 MEDIUM OR 9542 - 266 218426080 LINER,SLEEPING BAG - 200068977 LARGE 10188 - 267 218426081 HOOD,SLEEPING BAG 7867 - 270 219079549 CARRYING BAG, MATTRESS / SAC DE TRANSPORT, MATELAS 5658 -
MATTRESS PNEUMATIC SELF INFLATING / MATELAS, PNEUMATIQUE, 271 219079550 AUTOGONFLAGE 10200 - 273 219031150 SEWING KIT/Nécessaire de couture 8075 - RESERVOIR HYDRATION 3L / RÉSERVOIR DE 3 L POUR LE 276 14956522 SAC D’HYDRATATION 3699 - 277 200014619 COVER DRINKING SYSTEM / COUVERCLE SAC D'HYDRATATION 1772 -
POUCH DRINKING SYSTEM CADPAT (TW) / SAC D’HYDRATATION DCamCMC 278 200026851 POUR LE RÉSERVOIR DE 3 L 2564 -
305 200072648 CASE SLEEPING BAG ZIPPER BIVY (MEDIUM) TW / Housse de sac de couchage 10000 - 332 218656678 BAG, DUFFEL GREEN / SAC À FOURBI VERT 455 - FIELD PACK (Small Pack) CADPAT (AR) / Ensemble Musette et Sacs DCamCMC 455 200049553 (RA) 588 - Department of National Defence Annex C – Proposal Evaluation and Selection
Department of National Defence Director Soldier Systems Program Management
Annex C Proposal Evaluation and Selection for the Operational Clothing and Footwear Consolidated Contract (OCFC2)
Requisition Number: W8486-137549 DND Document #
Date: 17 June 2016 RDIMS# 3772876
Prepared by: DSSPM √ National Defence Headquarters Major General George R. Pearkes Building Ottawa, Ontario K1A 0K2
NOTICE This documentation has been reviewed by the technical authority and does not contain controlled goods. AVIS Cette documentation a été révisée par l’autorité technique et ne contient pas de marchandises contrôlées.
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Proposal Evaluation and Selection – Operational Clothing and Footwear Consolidated Contract (OCFC2)
1. General 1.1. Introduction This document defines the criteria and the scoring system that will be used to determine the winning bid for the procurement of the Director Soldier Systems Program Management (DSSPM), Operational Clothing and Footwear Consolidated Contract (OCFC2). It contains a description of the evaluation process and defines the required information from the bidders for their proposal to be evaluated.
1.2. Procurement Type In consideration of the operation requirement and Canada’s desire to achieve an operational capability, a “Lowest Cost-per- weighted Point/Compliant Proposal” basis of selection will be employed.
2. Evaluation Process
(a) Bids will be assessed in accordance with the entire requirement of the bid solicitation including the technical, Industrial and Technological Benefits (ITB) and financial evaluation criteria. There are several steps in the evaluation process, which are described below. Even though the evaluation and selection will be conducted in steps, the fact that Canada has proceeded to a later step does not mean that Canada has conclusively determined that the Bidder has successfully passed all the previous steps. Canada may conduct steps of the evaluation in parallel.
(b) An evaluation team composed of representatives of Canada will evaluate the bids.
EVALUATION OVERVIEW AND UNDERLYING PRINCIPLES
2.1 Overview
2.1.1 Canada is conducting a two-steps bid evaluation process for this requirement. Step 1 will consist of an initial review f the documentation and preparation of a Preliminary Report by Canada and the Bidder’s submission and response to this Preliminary Report.
2.1.2 At Step 2, Canada will conduct a full bid evaluation for all responsive bids in accordance with below paragraph 3.2 herein.
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2.1.3 Notwithstanding the limited review which Canada may conduct for certain parts of the solicitation during Step 1, Bidders are and will remain solely responsible for the accuracy and completeness of their bids and Canada does not undertake, by reason of this review, any obligations or responsibility for identifying errors or omissions in bids submitted nor does Canada undertake to identify any or all such errors or omissions. BIDDERS ARE AND WILL REMAIN SOLELY RESPONSIBLE FOR ENSURING CONSISTENCY OF THE INFORMATION SUBMITTED IN THEIR BIDS AT ALL TIMES. WITHOUT LIMITING THE FOREGOING, BIDDERS ARE AND WILL REMAIN SOLELY RESPONSIBLE FOR ENSURING THAT ANY INFORMATION PROVIDED IN RESPONSE TO A PRELIMINARY EVALUATION REPORT IS CONSISTENT WITH ANY OTHER INFORMATION ORIGINALLY SUBMITTED IN THEIR BID IN RESPONSE TO OTHER REQUIREMENTS. FAILURE TO DO SO MAY PREJUDICE THE EVALUATION OF PREVIOUSLY SUBMITTED INFORMATION AND/OR RENDER THE BID NON-RESPONSIVE.
2.1.4 This two-steps bid evaluation process shall not limit Canada’s rights under SACC 2003 (2014-09-25) Standard instructions – Goods or Services – Competitive Requirements nor Canada’s right to request or accept any information during the solicitation period or after bid solicitation closing in circumstances where the bid solicitation expressly provides for this right.
3 BID EVALUATION
3.1 Step 1: Initial Review
3.1.1 Canada will conduct an initial review of each Bidder’s Proposal as described below.
3.1.1.1 Section I: Technical Bid
a. Documents Reviewed: Bidder responses to the following solicitation requirement will be reviewed: Annex C (herein) – Bid evaluation
b. Review Parameters: Canada will review the above-noted documents to:
1. Determine if a Bidder’s submission in respect of mandatory requirements having a pass/fail is considered by Canada to be responsive. A bid will be considered by Canada to be non-responsive if the bid fails to achieve a “pass” rating on a mandatory pass/fail requirement for the bid review.
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2. Determine if a Bidder’s submission in respect of point-rated requirements having a minimum pass standard is considered by Canada to be responsive.
A bid will be considered by Canada to be non-responsive if the bid fails to achieve the mandatory minimum pass standard required for the evaluation.
The minimum pass standard is 70/100 points for the overall Technical Bid. There are as well minimum pass standard by criteria groupings as shown in para 6.4.
3. Identify any instances where a Bidder has failed to submit a required certification or proof of compliance or where a submitted document lacks the requisite signature(s) only for those above-noted documents at 3.1.1 and those documents which must otherwise be submitted at the time of original submission of the bid (Section III).
c. Permitted Preliminary Evaluation Report Response:
1. Bidders may submit information only in response to those items specifically identified in the Preliminary Evaluation Report, except where the addition of such information will necessarily result in a change to the information regarding other components (including a change to a component) or requirements of the OCFC2 previously submitted as part of the technical bid, such necessary adjustments shall be identified by the Bidder and only these adjustments shall be made. Any other changes to the bid shall be considered new information and will be disregarded. Without limiting the foregoing, the Bidder shall not make any changes to the Financial Bid, except where allowed in section III- Financial Bid
2. Bidders may submit a required certification or proof of compliance or where a submitted document lacks the requisite signature(s) only for the certifications required to be submitted with the bid.
Examples (provided for illustration purposes only):
A Bidder is required to submit proof of ISO 9001: 2008 certification. The bidder fails to do so. The Preliminary Evaluation Report identifies that this document was not submitted. The Bidder provides the document and identifies in its response to the report that it has been provided with its response.
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A Bidder submits proposed resources. The bidder fails to submit a resume. The Preliminary Evaluation Report identifies that this document was not submitted. The Bidder provides the document and identifies in its response to the report that it has been provided with its response.
A Bidder submits a bid which does not achieve the minimum pass standard of 70 points. The Bidder’s response to the Preliminary Evaluation Report identifies a change to Project Management Program. As a result, the bidder’s response at R3, is changed.
3.1.1.2 Section II: Financial Bid a. Documents Reviewed: Bidder responses to the following solicitation requirement will be reviewed: Annex B – Basis of Payment Appendix 1 of Annex B – Line Item Unit Cost b. Review Parameters: Canada will review the above-noted documents to:
1. Identify whether required data is missing from the documentation;
2. Identify whether the same price is identified for the same item in all instance; and
3. Identify whether GST/HST amounts are shown separately. c. Permitted Preliminary Evaluation Report Response:
1. Where a required line item has been left blank, only the missing information may be added to the Financial Bid for Step 2, except that, in those instances where the addition of such information will necessarily result in a change to other pricing or cost information previously submitted as a result of calculations required by the solicitation (for example, the calculation to determine a total price), such necessary adjustments shall be identified by the Bidder and only these adjustments shall be made.
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2. In instances where a different price for the same item is provided in more than one location within the Financial Bid and been noted the Bidder must confirm which price applies. Failure of a Bidder to respond will be deemed by Canada to be the Bidder’s confirmation that the lowest price applies in all cases.
3. Any other changes to the Financial Bid shall be considered to be new information and will be disregarded. Without limiting the foregoing, the Bidder shall not make any changes to the Financial Bid as a result of any changes to the proposed technical bid for the OCFC2.
3.1.1.3 Section III: Certifications a. Documents Reviewed: Bidder responses to the following solicitation requirement will be reviewed: Bidder’s Proposal – Request for Proposal, Part 5 - Certifications b. Review Parameters: Canada will review the above-noted documents to: Identify any instances where a Bidder has failed to submit a required certification or proof of compliance or where a submitted document lacks the requisite signature(s) only for the certifications required to be submitted with the bid. c. Permitted Preliminary Evaluation Report Response: Bidders may submit a required certification or proof of compliance or where a submitted document lacks the requisite signature(s) only for the certifications required in the Preliminary Evaluation Report.
3.1.1.4 Section IV - Industrial and Technological Benefits (ITB) a. Documents reviewed: Bidder responses to the following solicitation requirement will be reviewed:
Appendix 1 to Annex C - Industrial and Technological Benefits Value Proposition Bidder Instructions. b. Review Parameters: Canada will review the above-noted documents to:
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1. Determine if a Bidder’s submission in respect of mandatory requirements having a pass/fail is considered by Canada to be responsive. A bid will be considered by Canada to be non-responsive if the bid fails to achieve a “pass” rating on a mandatory pass/fail requirement for the paper-based bid review.
2. Identify any instances where a Bidder has failed to submit a required certification or proof of compliance or where a submitted document lacks the requisite signature(s) only for those above-noted documents and those documents which must otherwise be submitted at the time of original submission of the bid. c. Permitted Preliminary Evaluation Report Response:
1. Bidders may submit information only in response to those items specifically identified in the Preliminary Evaluation Report, except that where the addition of such information will necessarily result in a change to the information regarding other components or requirements of the OCFC2 Bids, such necessary adjustments shall be identified by the Bidder and only these adjustments shall be made. Any other changes to the bid shall be considered new information and will be disregarded.
2. Bidders may submit a required certification or proof of compliance or where a submitted document lacks the requisite signature(s) only for the certifications required to be submitted with the bid.
Examples (provided for illustration purposes only):
A Bidder is required to submit a proof of compliance statement in accordance with Appendix 1 to Annex C - Industrial and Technological Benefits Value Proposition Bidder Instructions. The Bidder fails to do so. The Preliminary Evaluation Report identifies that this statement was not submitted. The Bidder provides the statement and identifies in its response to the report that it has been provided with its response.
A Bidder is required to submit proof of ITB Transactions. The bidder fails to do so. The Preliminary Evaluation Report identifies that this document or Transaction was not submitted. The Bidder provides the document and identifies in its response to the report that it has been provided with its response.
A Bidder submits a bid which does not achieve the minimum pass standard of 32 points. The Bidder’s response to the Preliminary Evaluation Report identifies a change to their ITB bid. As a result, the bidder’s response at Appendix 1 to Annex C - Industrial and Technological Benefits Value Proposition Bidder Instructions is changed.
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3.1.2 Preliminary Evaluation Report
3.1.2.1 After this initial review, if any bid is determined to be non-responsive in accordance with the review parameters noted above, the Contracting Authority will issue a “Preliminary Evaluation Report” (or “Report”) identifying those instances where the bid is non- responsive to a mandatory pass/fail requirement of the bid solicitation and/or point-rated requirement where the minimum score was not received.
3.1.2.2 Bidders whose bids are considered to be non-responsive will be invited by the Contracting Authority to submit additional or different information to demonstrate to Canada, in accordance with the solicitation, that the bid is responsive to the solicitation requirements. Except as expressly permitted above, information submitted for any other requirement will not be considered nor will submitted information be used to evaluate any other section of a Bidder’s bid or the solicitation requirement. Bidder’s whose bids have been evaluated as non-responsive at Step 1 are not required to continue with the procurement process and may withdraw their bids at their sole discretion.
3.1.2.3 For Bidders whose bids are considered to be responsive, the Report will only identify that they are responsive for the requirements evaluated; scores will not be provided.
3.1.2.4 Upon receipt of the Report, Bidders are to acknowledge receipt of this Report via return email addressed to the Contracting Authority.
3.1.2.5 Only non-responsive Bidders shall submit further information in response to the Report.
3.1.2.6 A Bidder responding to a Preliminary Evaluation Report must not modify, alter or substitute any of the proposed components to correct a non-responsive issue except as expressly permitted at 3.1.1.1(c) above. There will be no change permitted to the Bidder’s Financial Proposal as a result of the additional or different information submitted except as permitted in accordance with section 3.1.1.2 (c) above. All submitted information must otherwise comply with the requirements of this solicitation. Failure to comply with these requirements will result in the additional or different information being returned to the Bidder without further consideration.
3.1.2.7 Information submitted by non-responsive Bidders in response to the Report and accepted by Canada will be deemed to replace, in full, only the non-responsive information or response in the Bidder’s original bid as identified in the Report and will be used for the remainder of the bid evaluation process. The additional or different information submitted will only be used to determine the Bidder’s responsiveness to the Solicitation requirements.
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3.1.2.8 The Bidder’s response to the Report must follow the Bid Preparation Instructions (such as, for example, separating financial information from other information as required). Canada requests that Bidders clearly indicate, for each response, which non- responsive requirement identified in the Report is being responded to.
3.1.2.9 Responses to the Report must be submitted to the Bid Receiving Unit on or before the date and time specified in the Report. Failure to do so will result in the bid being deemed non-responsive and the bid will receive no further consideration.
3.1.2.10 Any adjustments to a non-responsive bid are at the Bidder’s sole discretion and will be made solely by the Bidder. Canada will not provide information about any other bid or any information as to how a Bidder should complete its response, if any, to the Report.
3.1.2.11 For those instances where a Bidder chooses not to submit additional or different information for a requirement identified as non-responsive or as having not achieved the minimum score for a point-rated requirement, the Bidder must submit a response indicating “No Change” for such requirement and the original response for that item will continue to apply. If a Bidder does not provide a “No Change” response, the Bidder shall be deemed to have provided a “No Change” response and the original response for that item shall continue to apply.
3.1.2.12 There will be no change to the Bidder’s original evaluated score as a result of the additional or different information submitted. The Bidder’s original evaluated score will be the only score used to determine the Bidder’s lowest cost-per-weighted point score.
3.1.2.13 If all bids are determined to be responsive, no Preliminary Evaluation Reports will be issued and the Contracting Authority will proceed to Final Bid Review and will complete the full bid evaluation using the original bid documents submitted. 3.2 Step 2: Final Bid Review
3.2.1 Canada will conduct a final bid evaluation for all responsive bids.
3.2.2 For those bids which were non-responsive at Step 1, Canada’s evaluation of such bids will take into account the additional or different information submitted to determine if these requirements have been met as required in the solicitation. A bid will be considered to be non-responsive and receive no further consideration if:
a. one or more of the requirements initially evaluated as non-responsive continues to be evaluated as non-responsive; or
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b. the additional or different information submitted renders non-responsive any other mandatory requirements (even if previously evaluated as responsive); or
c. the minimum pass standard for the technical and the ITB bids are not achieved.
Those Bidders whose bids have been deemed to be responsive at the conclusion of Step 2 will be further considered. There will be no change to the Bidder’s original evaluated score for the purposes of determining the lowest cost per weighted point rating.
3.3 Rated Proposal Evaluation
Those proposals deemed “Compliant” from step two will be evaluated in detail to assess the overall quality, comprehension and completeness of each bid. The overall rated requirements will be broken down in two (2) parts. a) Rated Requirement; and, b) Pair-Wise Comparisons for Surge Requirement. Pair-Wise Evaluation Process: The evaluation team will review each bidder’s proposal to ensure that evidence provided supports the evaluation factors listed under the criterion. For each evaluation criterion, the quality will be assessed based on its completeness and comprehensiveness in addressing the risks to the project requirements and associated mitigation strategies. The evaluation team will compare the quality of the response for each criterion based on the following guidelines: i. Two proposals are "as good as" each other, if they both generally offer the same level of quality in addressing the evaluation factors ii. One proposal is "better than" another, if it offers a higher level of quality than the lesser proposal, in the form of: 1. More factors addressed; 2. Factors addressed in greater relevant detail; or 3. Overall response is clearer, more concise, or more cohesive. iii. One proposal is "much better than" another, if it offers a much higher level of quality than the lesser proposal, in the form of: 1. Many more factors addressed; 2. Factors addressed in much greater relevant detail; 3. Overall response is clearer, more concise, or more cohesive; or 4. More factors addressed with a greater level of detail.
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If a proposal has an innovative approach, that in the professional judgment of the evaluator adds value to the criterion, then this added element needs to be assessed as an additional factor. In all cases, the evaluator shall document each pair-wise comparison and provide sufficient information to justify its assessment for each comparison.
Pair-Wise Calculation example: Four bidders (A,B,C,D) bidding on a requirement worth 4 points
Differentiator Evaluation As good as 1 A is better than B, much better than C&D Better than 5 B is much better than C&D Much better than 9 C is as good as D D is as good as C
Calculation Matrix 4.0 A B C D Total Weight Value A1599240.512.0 B 1 9 9 19 0.40 1.6 C 1 1 2 0.04 0.2 D 1 1 2 0.04 0.2 Total 47
3.4 Value Proposition (VP) / Industrial and Technological Benefits (ITB)
The review of Appendix 2 to Annex C will be conducted by Innovation, Science and Economic Development Canada (ISEDC).
3.5 Cost Evaluation
The review will be conducted by Public Works and Government Services Canada (PWGSC)
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4 BASIS OF SELECTION
4.1 Selection Methodology
4.1.1 To be declared responsive a bid must: (a) comply with all the requirements of the bid solicitation; and
(b) meet all mandatory criteria including achieving a minimum pass standard identified in Annex C (herein) – Bid Evaluation; and
(c) meet all mandatory requirements including achieving a minimum pass standard identified in Appendix 2 to Annex C - Industrial and Technological Benefits Value Proposition Evaluation Plan; and
Bids not meeting 4.1.1 (a) and (b) and (c) at the end of Technical Bid Evaluation will be declared non-responsive, and receive no further consideration.
4.2 Lowest Cost-per-Weighted Point Rating Application To establish the lowest cost-per-point score, each responsive Total Bid Price will be divided into the total number of weighted points acquired for the Technical and ITB bids. Refer to the Table below for more details.
Following the successful completion of the Technical evaluations, the compliant Bidder with the responsive, combined lowest cost-per weighted point will be recommended for the award of the contract.
4.2.1 Technical Merit Score The Technical Merit Score for each responsive bid will be determined as follows:
Example: Total Points – out of maximum of 100 78 points Technical Weighting - between Technical and ITB Points 80% Technical weighted points 62.40 points
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4.2.2 ITB Merit Score:
The ITB Merit Score for each responsive bid will be determined as follows:
Example: Bidder obtains - 90 points Management Weighting - between Technical and ITB Points 20% Management Weighted points 18 points
4.2.3 Financial Evaluation
4.2.3.1 Financial Evaluation Methodology
For the purpose of establishing a Total Bid Price for evaluation purposes only, each of the LUIC found in Appendix 1 of Annex B will be multiplied by the estimated quantity per year of each item. The resultant total for all LUIC will be multiplied by twice the offered firm Line Item Mark-up (LIM) to establish Total Bid Price.
Formula: (All LUIC x Estimated quantity per year) x 2 LIM = Total Bid Price
The formula is for evaluation purposes only and the bid evaluation quantities must not be interpreted as a guarantee of actual usage.
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Example Illustration:
The table below illustrates an example where all three bids are responsive and the selection of the contractor is determined by an overall lowest - cost-per- weighted point score:
NOTE: The weighted points will be rounded up to two (2) decimal places.
Maximum Technical 100 (minimum pass mark of 70 out of 100 points) Score Achievable Bidder 1 Bidder 2 Bidder 3 Bidder’s Technical 87 93 78 Score
80% Weighting 87*80% 93*80% 78*80% Technical Weighted 69.60 74.40 62.40 Points Value Proposition Maximum 100 points , no minimum pass mark (VP) Maximum Score Achievable
Bidder’s ITB/VP 100 60 75 Score 20% Weighting 100/100*20% 60/100*20% 75/100*20% VP Weighted Points 20 12 15
Total Technical and 89.60 86.40 77.40 ITB/VP Weighted Points
Total Bid Price (as $85M $115M $155M per Formula 4.2.3.1)
Lowest Cost-per- $85M/89.60= $115M/86.40= $155M/77.40= Weighted Point $948,660.71 $1,331,018.52 $2,002,583.98
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5 MANDATORY REQUIREMENTS CRITERIA
All dates are based on the posting date of the Request for Proposal (RFP) Reference Bidder’s Mandatory Criteria Page # Comments M1 Corporate Profile 1. At Bid closing, the Bidder must provide an identification of all parties to the Bid, including, as applicable, all joint venture or consortia members, partners or sub- contractors that will be involved in the performance of the Work on the Bidder’s behalf. 2. The Bidder must identify the physical location(s) in Canada of its Web-Based Ordering and Management System. 3. The bidder must identify the warehousing location(s) in Canada, from which it is offering to provide distribution services. P.O. Boxes will not be considered as valid postal addresses of services delivery. M2 Certifications ISO 9001: 2008 Quality Management System (QMS) Certification
M3 Demonstrated Experience 1. The Bidder must demonstrate a minimum of five (5) years’ experience in the provision of Supply Chain Management Services (either in-house or subcontracted), through the provision of up to five (5) written summaries of projects that took place in the past ten (10) years, calculated as of the posting date of the RFP. Projects may be on-going. 2. Each project summary provided must be for a minimum overall dollar value of $3M. 3. The Bidder must demonstrate within each project summary provided the following information: i. The name of the client organization for whom the work was undertaken;
ii. The start and end dates of the project (dates should be identified by month
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and year, and should indicate the project duration in months) Project may be on-going;
iii. A brief description of the scope, intent and complexity of the project (such as but not limited to types of items offered, locations of delivery, volume of items delivered, size of available catalogue); 4. Within each project summary, the Bidder must demonstrate its capability (either in- house or subcontracted), for processing multiple large requirements (minimum of 100 items and user demands at a minimum of 20,000 per item) to undertake all of the following (can be aggregate experience):
i. Design and testing of items;
ii. Manufacturing of items;
iii. Warehousing and inventory management services;
iv. Order processing and distributions services (including the provision of an electronic storefront interface); and
v. Program data management services.
M4 Program Management, The Bidder shall provide the following Plans in accordance with CDRL/DID 1. Program Management Plan (PMP) CDRL/DID PM-001; 2. Master Project Schedule / Work Breakdown Structure (MPS/WBS) CDRL/DID PM-002. 3. Surge Requirement Plan (SRP) CDRL/DID PM-012. M5 Proposed resources 1. The Bidder must propose one (1) Qualified (as per the SOW) named Resource in
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each of the following Categories: i. Program Manager (PM) SOW 3.1.3 ii. Deputy Program Manager (DPM) SOW 3.1.5 iii. On-Site Representative (OSR). SOW 3.1.9 Note: The Program Manager must not also be named as the On-site representative. 2. The Bidder must include a detailed resume for each resource personnel named within its Bid.
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6 RATED REQUIREMENTS CRITERIA
6.1 Bidders who meet all of the above Mandatory Criteria will be evaluated and point-rated against the following criteria, using the evaluation factors and maximum values specified in each Point Rated Criterion.
6.2 Each Bidder will be evaluated against all Point-Rated Criteria.
6.3 Except where the scoring methodology provides an alternate process (e.g. X years of experience = Y points) the Point Rated Requirements will be evaluated using the scale below.
/5 /10 /15 /20 /25 The response is complete in that it addresses and provides exceptionally relevant supporting detail for each of the Excellent 5 9-10 13-15 17-20 22-25 factors; therefore, the response is considered to have outstanding merit. The response is complete in that it clearly addresses and Very provides some relevant supporting detail for each of the 4 7-8 11-12 14-16 18-21 Good factors; therefore, the response is considered to have a good level of merit. The response is complete in that it clearly addresses in some detail each of the factors while providing some supporting Good 3 5-6 8-10 10-13 13-17 detail for most of these factors; therefore, the response is considered on balance to have satisfactory merit. The response is not complete in that it fails to fully address Poor some of the factors; it is not clear or is incomplete; therefore, 2 3-4 4-7 5-9 7-12 the response is considered to have insufficient merit. The response is not complete in that it fails to address all the Very Poor factors and only nominally addresses some factors; 1 1-2 1-3 1-4 1-6 therefore, the response is considered to have very little merit. No response was received or the response does not address Unsatisfac any of the factors; therefore, the response cannot be 0 0 0 0 0 tory considered to have any merit.
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6.4 Summary of the Point-Rated criteria:
# Criteria Name Maximum Minimum Acceptable Available Points Pass Mark R1 Existing certifications 2 R2 Bidder Experience 35 25 i. As Prime Vendor 15 ii. Product Development / Innovation Capability 7 iii. On-line Ordering 4 iv. Client Support Services 4 v. Corporate Quality Assurance Program 5 R3 OCFC2 Program Management 33 16 Rated Requirements 29 1. Program Management Plan (PMP) 5 (Document content without annexes) i. Transition-In Process & Activities 4 ii. Program Team (Contractor/Sub-Contractors) 10 iii. Configuration Management 3 iv. Professional Services 4 2. Master Project Schedule/ Work Breakdown 3 Structure (MPS/WBS) Pair-Wise Comparisons on rated requirements 4 3. Surge Requirement Plan (SRP) 4 R4 Supply Chain Management 30 15 i. Order management System 5 ii. Warehousing and Inventory Management 5 iii. Distribution services 5 iv. Tracking 3 v. Provisioning 10 vi. Ancillary Services 2 100 70 R1 – R4 Total Score
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Bidder’s Comments & Point-Rated Criterion Points Scoring Reference Page # of Compliance R1 Existing certifications, as they pertain to the provisions of services similar to the client’s requirements as described within the SOW (2 Points) 1. ISO 14001 Environmental Management 1 1 Point Certified EMS System 2. OHSAS 18001 for occupational health 1 1 Points Certified OHSAS and safety management systems (Occupational Health and Safety Advisory Services)
Bidder’s Comments & Point-Rated Criterion Points Scoring Reference Page # of Compliance R 2 Bidder Experience (35 points) Through project summaries, the bidder should fully demonstrate that it has the requisite experience as a prime contractor in providing total uniform management and/or Supply Chain Management services and include the name, address and telephone number of the client(s) for whom services were provided (Canada reserves the right to contact the client for reference purposes). The description should address: i. As Prime Vendor (15 points). 3 Number of years’ experience in Clothing Management Business: 1 pts >5 yrs – 8 yrs 2 pts > 8 yrs – 10 yrs 3 pts > 10 yrs 3 Multiple large requirements: (1 pt per contract ; Large means > 300 different items and > $10M) 3 Number of users (1 pt per contract with > 40,000 users) 21 | Page RDIMS # 3772876 Department of National Defence Annex C – Proposal Evaluation and Selection
Bidder’s Comments & Point-Rated Criterion Points Scoring Reference Page # of Compliance 2 Number of delivery sites (1 pt per contract with > 1,000 delivery sites) 2 Warehouse space per contract in cubic feet (1 pt per contract with > 200,000 cubic feet storage space) 2 Average daily frequency of orders (1 pt per contract with minimum average of 100 orders daily) ii. Product Development / Innovation Capability (7 points) 4 In-House Capability and development initiatives 3 Years of experience as demonstrated 1 pts >5 yrs – 8 yrs 2 pts > 8 yrs – 10 yrs 3 pts > 10 yrs ii. On-line Ordering. (4 points) The description of the Bidder’s current on-line ordering systems should provide as much information as possible directly demonstrating the functionality and benefits and how such systems could be upgraded to meet the requirements detailed in the Appendix 4 of Annex A. 3 Functionalities and benefits 1 Reactive to Changes iii. Client Support Services (4 points). The Bidder must provide a brief description of its existing infrastructure for the provision of customer service. 1 Client support services; telephone, email, web-based
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Bidder’s Comments & Point-Rated Criterion Points Scoring Reference Page # of Compliance 3 Complaints and resolution procedures iv. Corporate Quality Assurance Program (5 points). The bidder should provide a detailed description of the CQAP it has in place. The description should clearly describe the corporate quality assurance procedures including how quality assurance will be maintained in any arrangements with other suppliers providing goods or services 1 Corporate QA Program 1 Control of sub-contractors 1 Control of manufacturing processes 1 Training 1 Reporting / statistics R3. OCFC2 Program Management (33%)
Rated Requirements (29 points) Points will be awarded, up to the maximum indicated, for the Bidder’s proposed Management Plans, based on how the plans fully addresses requirements outlined in Appendix 2 and 3 (CDRL/DID) of the SOW. 1. Program Management Plan (PMP), in accordance with CDRL/DID PM-001 (26 Points) PMP shall demonstrate in detail the bidder’s approach, planning, administrative and management activities to deliver this requirement: 5 PMP Document content (not including the four annexes below). i. Transition-In Process & 4 Response complete with Activities relevant supporting details. ii. Program Team 10 (Contractor/Sub-Contractors) a) Contractor’s Team (5 Points) Points will be awarded for 7 The Bidder should provide a years or above experience in
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Bidder’s Comments & Point-Rated Criterion Points Scoring Reference Page # of Compliance concise summary of the proposed Supply Chain Management: team and their previous experience with projects comparable in complexity to this requirement. 2 Program Manager (PM) +7 Years for SOW 3.1.3 a 1 Program Manager (PM) +7 Years for SOW 3.1.3 b 2 On-Site Representative (OSR) +7 Years for SOW 3.1.9 a b) Sub-Contractors (5 Points) The points will be given in - The Bidder should identify association with the level of potential subcontractors and the Bidder implication with identify the work to be sub-contractors : performed by these subcontractors. - The Bidder should provide details on how quotes will be solicited, how subcontractors will be selected and - How the quality and delivery schedules of subcontracted work will be monitored to ensure compliance with the SOW and Contract requirements. 1 The Bidder identifies its potential subcontractors, but does not demonstrate the company has knowledge of
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Bidder’s Comments & Point-Rated Criterion Points Scoring Reference Page # of Compliance subcontracting processes. 3 The Bidder identifies its potential subcontractors and their roles in fulfilling the requirements of the SOW, and identifies potential issues involved in the subcontracting process. 5 The Bidder identifies its potential subcontractors and their roles in fulfilling the requirements of the SOW, and identifies potential issues involved in the subcontracting process, provides evidence of past experience in resolving or mitigating the issues involved in the subcontracting process. iii. Configuration Management, SOW, section 4.5 (3 Points) 3 i. Demonstration of the four fundamental elements of configuration management and how it will be handled for the program, including organization, responsibilities, reports and control.
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Bidder’s Comments & Point-Rated Criterion Points Scoring Reference Page # of Compliance ii. In addition, the Bidder has at least five (5) year of experience within the last ten (10) years in Configuration Management iv. Profesionnal Services SOW, 2 Development of design section 7.0 (4 Points) solutions / Production of prototypes / User trials 1 Pattern development/maintenance and grading capability 1 Training Services 2. Master Program Schedule/ Work Breakdown Structure (MPS/WBS) in accordance with CDRL/DID PM-002 (3 Points) 3 Response complete with relevant supporting details
Pair-Wise Comparisons (4 points) 3. Surge Requirement Plan (SRP), in accordance with CDRL/DID PM-012 and Appendix 10 (4 Points) 4 Response complete with relevant supporting details R4 Supply Chain Management (30 Points)
i. Order management System (5 Points) Description of the Bidder's proposal for the OMS specifically its functionalities and technical features as measured against Appendix 4 to the SOW. 5 i. Bidder's OMS proposal in accordance with
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Bidder’s Comments & Point-Rated Criterion Points Scoring Reference Page # of Compliance Appendix 4 to the SOW ii. Key features from an authorized user's view ii. Warehousing and Inventory Management (5 Points) The proposed approach to delivering Warehousing and Inventory Management (IM) services similar to those required in the SOW, section 4.3. 1 Security & Environment 1 IM Capability, Processes, Procedures. 1 Reporting capability 1 Electronic catalog 1 Secure disposal iii. Distribution services (5 Points)
Description of the Bidder’s distribution services plan / capacity to meet OCFC2 distribution requirements.
5 i. Previous experience in similar domain / Quantify # of clients, items, destinations; ii. Order return procedures; and iii. Strategies for cost savings iv. Tracking (3 Points) 1.5 Process and used technology 1.5 Reports generation v. Provisioning (10 Points)
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Bidder’s Comments & Point-Rated Criterion Points Scoring Reference Page # of Compliance Description of the Bidder's 2 Strategy, Approach and manufacturing capacity and Methodology flexibility that will enable fulfilling all provisioning requirements as per the SOW, section 4.2. Demonstrated manufacturing 1 Clothing experience in: 1 Footwear 1 Insignias / Embroidery 1 Personal equipment similar to OCF items Demonstrated manufacturing 1 Clothing experience in (through management of sub-contractor(s)): 1 Footwear 1 Insignias / Embroidery 1 Personal equipment similar to OCF items vi. Ancillary Services (2 Points) Bidder's Ancillary Services Offer to SOW, 2 i. Tailoring section 8.0. ii. Re-Conditioning iii. Custom embroidery iv. Permethrin Treatment
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Appendix 1 to Annex C – ITB / VP Bidder Instructions
OPERATIONAL CLOTHING AND FOOTWEAR CONSOLIDATED CONTRACT (OCFC2)
Industrial and Technological Benefits (ITB)
Value Proposition Bidder Instructions
Department of National Defence
Appendix 1 to Annex C – ITB / VP Bidder Instructions
Table of Contents
1 INTRODUCTION
2 GENERAL INSTRUCTIONS
3 CANADA’S ITB OBJECTIVES
4 MANDATORY REQUIREMENTS
5 ASSESSMENT OF MANDATORY REQUIREMENTS
6 RATED CRITERIA
7 BANKING AND POOLING
Annex A – Mandatory requirements certificate Annex B – Rated criteria certificate
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1. INTRODUCTION
1.1. On February 5, 2014, the Government of Canada announced the Defence Procurement Strategy (DPS). One of the objectives of the DPS is to leverage purchases of defence equipment to create jobs and economic growth in Canada. The Industrial and Technological Benefits (ITB) policy has objectives that will be achieved through a weighted and rated Value Proposition (VP) that will form part of the evaluation plan to award the Contract.
1.2. The strategic VP objectives for the Operational Clothing and Footwear Consolidated Contract (OCFC2) Program (the Project) are to motivate work in Canada specifically related to the procurement; support the competitiveness of Canada’s apparel and textile industries through 1) the integration of Canadian companies, including SMBs, into the supply chain for the procurement and into global supply chains; 2) motivate investment in R&D activities in Canada; and, 3) enhance export opportunities.
1.3. These objectives have been informed by extensive industry engagement and consultation, as well as by in-depth analyses of capabilities related to the procurement.
1.4. The Bidder must submit a responsive Value Proposition Proposal (Proposal) at bid closing. The Proposal will be deemed responsive by the ITB Authority if it meets i) the Mandatory Requirements outlined in Section 4; and ii) the Minimum Assessment Values outlined in Section 3 of the Value Proposition Evaluation Plan (Evaluation Plan). Should the Proposal be deemed responsive, it will then be evaluated related to the rated criteria outlined in Section 6 and receive points as outlined in Section 4 of the Evaluation Plan.
1.5. VP evaluation results will be conveyed to the Contracting Authority, who will then integrate them into the overall bid evaluation results, as outlined in Annex C of the Request for Proposal.
1.6. It is the responsibility of the ITB Authority, in cooperation with the regional development agencies and subject matter experts, to ensure that Proposals are evaluated as outlined in the Evaluation Plan.
2. GENERAL INSTRUCTIONS
2.1. In preparing its Proposal, the Bidder should be guided by these Bidder Instructions, as well as by the Evaluation Plan and the ITB Terms and
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Conditions. All three documents provide important guidance, definitions and/or contractual provisions related to the ITB policy. Defined terms not otherwise defined in this document have the meaning given to them in the ITB Terms and Conditions and the Request for Proposal, including annexes, to which these Bidder Instructions are attached.
2.2. The Proposal must be submitted in a separate, self-contained volume. Only the Proposal is reviewed during the evaluation. In order to facilitate the evaluation process, any material contained in another section of the Bid but relevant to the Proposal should be repeated in the Proposal.
2.3. Seven (7) hard copies and two (2) electronic copies of the Proposal are required.
2.4. The Proposal, and its receipt, storage and protection by the ITB Authority, is governed by applicable federal laws and processes.
3. CANADA’S ITB OBJECTIVES
3.1. Canada wishes to ensure that its investments in defence-related goods and services generate economic benefit to Canada and have long-term and high-value impacts on Canadian industry, in advanced technology areas. The Proposal should clearly indicate how the proposed business activities support Canada’s ITB objectives set out in subsections 3.2 to 3.7 below, and how they will be achieved if the Bidder wins the ensuing Contract.
3.2. Defence Sector: A core objective of the ITB policy is to ensure that defence procurement supports the economic development and long-term sustainment of Canada’s Defence Sector. The Bidder is encouraged to propose a maximum amount of business activities in Canada involving work directly on the procurement, and work in the Defence Sector more broadly.
3.3. Supplier Development: The development of supplier productivity and competitiveness among Canadian-based suppliers is a key objective of the ITB policy. The Bidder is encouraged to propose meaningful opportunities for growth and supply chain integration to suppliers across Canada.
3.4. Research and Development (R&D): An important objective of the ITB policy is to encourage innovation, as R&D can position Canadian Companies to move up the value chain and capture market opportunities. The Bidder is encouraged to propose R&D investments in Canada and locate high value research and
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engineering work in Canada, positioning Canadian-based companies to benefit from its subsequent commercialization.
3.5. Exports: Canada’s Defence Sector is export intensive, and a key ITB objective is to strengthen Canada’s success in tapping traditional and non-traditional export markets to share in long-term jobs and growth that result from success in foreign markets. The Bidder is encouraged to demonstrate that it and its suppliers can leverage the Project into future export success from a Canadian base.
3.6. Regional Development: The regional development objectives of the ITB policy are to encourage long-term quality improvements to the capability, capacity, international competitiveness and growth potential of Canadian Companies in those regions where Canada has established specific initiatives to promote economic growth and diversification through procurement. These Designated Regions of Canada are defined in the ITB Terms and Conditions. Canadian industry in all the Designated Regions of Canada should have the opportunity to participate in the Project.
3.7. Small and Medium Businesses (SMB): It is an objective of Canada to encourage the participation of SMB as suppliers on major federal procurements and to increase their competitiveness and export market access. Canadian SMB should have the opportunity to participate in the Project.
4. MANDATORY REQUIREMENTS
4.1. There are seven (7) mandatory requirements that the Bidder must meet in its Proposal. The omission of any part of the following seven (7) requirements will result in the Proposal being deemed not responsive:
4.1.1. Requirement One: The Proposal must commit to achieving Transactions, measured in Canadian content value (CCV), valued at not less than the costs paid out by the Crown less the cumulative amount for all LIUC (including any Contract options), to be achieved within the Achievement Period. For the winning Bidder, its Commitment to not less than 100 percent of the costs paid out by the Crown less the cumulative amount for all LIUC will become an Obligation that must be achieved under the Contract.
4.1.2. Requirement Two: The Bidder must commit to achieving VP activities in the form of Direct Transactions for this Program, valued at no less than 70 percent of the costs paid out by the Crown less the cumulative amount for
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all LIUC (including any Contract options), measured in CCV, to be achieved within the Achievement Period. For the winning Bidder, its Direct Transactions will become an Obligation that must be achieved under the Contract.
4.1.3. Requirement Three: The Bidder must commit to achieving not less than the Canadian content levels for each grouping of commodities listed below, measured using the modified rules of origin or the NAFTA rules of origin (the reference to “territory” in the NAFTA rules of origin is to be replaced with “Canada”):
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4.1.3.1. Group 1 – CADPAT Apparel: modified rule of origin for Apparel: 80 percent; and, modified rule of origin for Textiles: 80 percent.
4.1.3.2. Group 2 – Non-CADPAT Apparel: modified rule of origin for Apparel: 80 percent; and, modified rule of origin for Textiles: 60 percent.
4.1.3.3. Group 3 – Badges, Nameplates and Insignias: NAFTA rule of origin: 95 percent. 4.1.3.4. Group 4 – Footwear: NAFTA rule of origin: 80 percent.
4.1.3.5. Group 5 – Soldiers Personnel Equipment: NAFTA rule of origin: 70 percent.
The commodities included in each grouping may be found at Annex A of the Request for Proposal.
The winning Bidder will be required to submit an attestation in accordance with Annex G of the Contract signed by a duly authorized company official on an annual basis, certifying that it has achieved the Canadian content levels for each grouping of commodities valued at not less than the percentages specified above or the Canadian content levels for which commitments have been made for Value Proposition points, whichever is higher.
4.1.4. Requirement Four: In its Proposal, the Bidder must:
4.1.4.1. identify Transactions that are detailed, fully described and equal in total to not less than 30 percent of $30,000,000, measured in CCV;
For ITB bid evaluation purposes, ISED has established an amount of $30,000,000 to assist bidders in calculating the minimum value of ITB Transactions to be identified at time of bid submission. The value of $30,000,000 is an estimate of the work the bidder will undertake for the initial six (6) years of the contract and excludes the value of the commodities;
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4.1.4.2. commit to identifying, three (3) years after the Effective Date of the Contract and every year until the end of the contract period, additional Transactions that are detailed, fully described and bring the cumulative total of identified Transactions to not less than 90 percent of the costs paid out by the Crown less the cumulative amount for all LIUC since the Effective Date of the Contract (including options), measured in CCV.
4.1.5. Requirement Five: The Bidder must commit to achieving not less than 15 percent of the costs paid out by the Crown less the cumulative amount for all LIUC in Small and Medium Business Transactions, measured in CCV.
4.1.6. Requirement Six: The Bidder must accept and comply with all of the ITB Terms and Conditions.
4.1.7. Requirement Seven: The Proposal must contain the following components, each of which is more particularly described in Section 5:
4.1.7.1. Company Business Plan; 4.1.7.2. ITB Management Plan; 4.1.7.3. Regional Development Plan; 4.1.7.4. Small and Medium Business Development Plan; 4.1.7.5. A compliant export target market overview; 4.1.7.6. Detailed sheets for proposed Transactions being submitted by the Bidder, accompanied by a summary chart of them; and, 4.1.7.7. Mandatory requirements certificate, as set out in Annex A, signed by a duly authorized company official.
5. ASSESSMENT OF MANDATORY REQUIREMENTS
5.1. The following section details the content that is expected to be in each of the components of the mandatory requirements referred to above in Section 4.1.6. The Plans should be focused on anticipated business activities related to the costs that will be paid out by the Crown less the cumulative amount for all LIUC, except for the Small and Medium Business Development Plan.
5.2. The Plans will be assessed during the evaluation, based on quality and risk, as outlined in Section 3.1 of the Evaluation Plan. The export target market overview will be assessed during the evaluation as outlined in Section 3.2 of the Evaluation Plan.
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Appendix 1 to Annex C – ITB / VP Bidder Instructions
5.3. Each Plan and the overview should respond to all of the requested items outlined below. Responses should be detailed and, wherever appropriate, provide an indication of how items will contribute to the Bidder meeting Canada’s ITB objectives.
5.4. Each Plan should address, wherever appropriate, the Bidder’s approach to the following risk areas:
5.4.1. Experience (i.e. practise elsewhere); 5.4.2. Capability (i.e. know-how and tools in place); 5.4.3. Planning (i.e. organized, proactive); 5.4.4. Resources (i.e. team, facilities, information); and, 5.4.5. Engagement (i.e. interaction with stakeholders)
5.5. Company Business Plan
5.5.1. The purpose of the company business Plan is to demonstrate the ability of the Bidder to assemble, plan and describe its proposed team to complete the work on the Project. The Plan should also demonstrate the ability of the Bidder and its team to meet the ITB objectives. The anticipated length of the Plan is approximately 7-10 pages, depending on the size of the Bidder’s team.
5.5.2. The Bidder’s company business Plan should contain the following information:
5.5.2.1. An outline of the structure, conduct and performance of the business operations of the Bidder and each of its other proposed Eligible Donors that are performing work on the Project;
5.5.2.2. A detailed overview of the proposed role of each company in delivering the work on the Project, the proposed location of that work, and the key personnel in each company who would be responsible for delivering that work;
5.5.2.3. An organizational chart for each company outlining its worldwide corporate operations, that clearly states the corporate family structure, parent and subsidiary relationships, and the location of key responsibility centres (i.e. headquarters, manufacturing, service centres, R&D, marketing);
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5.5.2.4. A list of each company’s existing Canadian facilities, including the location, date of establishment, nature of operations, number of employees, and place within the worldwide corporate structure; and,
5.5.2.5. A description of the broad and long-term impacts of the Work on the Canadian economy and how these respond to the ITB objectives in Section 3.
5.6. ITB Management Plan
5.6.1. The purpose of the ITB Management Plan is to demonstrate the Bidder’s ability to develop, implement, manage and report on the Obligation for the full duration of the Achievement Period. It is also the place for Bidder to formally list its proposed Eligible Donors. The anticipated length of the Plan is approximately 6-8 pages.
5.6.2. The ITB Management Plan should include the following information:
5.6.2.1. A description of the ITB management functions and associated organization that the Bidder envisions necessary to successfully meet the Obligations. It should include a summary of the methods, processes and procedures that the Bidder will use to identify, submit, track, record keep and report on ITB activities. The summary should be presented in a level of detail sufficient to demonstrate that the Bidder fully understands its Obligations;
5.6.2.2. The name, contact details and biographical information of the Bidder’s ITB official(s) assigned to the Project and/or job descriptions for the proposed positions;
5.6.2.3. An explanation of the Bidder’s internal processes for ITB organization, advocacy and awareness, both specific to the Project and in general. The Bidder should include a description of how ITB considerations will be factored into the company’s broader decision- making processes, along with how these decisions will be documented and tracked;
5.6.2.4. A description of any previous ITB/IRB/offset Obligations that have been undertaken by the Bidder over the past ten (10) years, in Canada and elsewhere, along with a brief overview of the achievement status of each project; and,
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5.6.2.5. A list of the Bidder’s proposed Eigible donors and contact details for each, along with details and documentation justifying how each company meets the Eligible Donor criteria outlined in the ITB Terms and Conditions.
All proposed Eligible donors are subject to review and approval by the ITB Authority during evaluation. Only those proposed Eligible donors that are found to meet the criteria will be included on the list of Eligible Donors in the ensuing Contract. Any proposed transaction with a donor company not meeting the Eligible Donor criteria will be rejected.
5.7. Regional Development Plan
5.7.1. The purpose of the Regional Development Plan is to demonstrate the Bidder’s commitment to providing opportunities and assistance for businesses in the Designated Regions of Canada. The anticipated length of the Plan is approximately 5-7 pages.
5.7.2. The Regional Development Plan should include the following information:
5.7.2.1. Identification and description of the Bidder’s proposed transactions in the Designated Regions of Canada, the total of which will become Obligations to be achieved under Article 2 of the ITB Terms and Conditions. The Plan may also identify any higher regional commitment target to which the Bidder is prepared to commit contractually;
5.7.2.2. A description of the Bidder’s business rationale for its regional approach;
5.7.2.3. A description of the activities and approaches undertaken to date by the Bidder and its proposed Eligible Donors that have resulted in the distribution of proposed transactions to the Designated Regions of Canada;
5.7.2.4. A description of the activities and approaches that will be undertaken after Contract award until the end of the Achievement Period to improve the opportunities available to the Designated Regions of Canada; and,
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5.7.2.5. A description of how regional considerations are factored into the Bidder’s ITB decision-making processes.
5.8. Small and Medium Business (SMB) Development Plan
5.8.1. The purpose of the SMB Development Plan is to demonstrate the Bidder’s commitment to providing opportunities, assistance and encouragement to SMB in Canada. The anticipated length of the Plan is approximately 5-7 pages.
5.8.2. The SMB Development Plan should include the following information:
5.8.2.1. Identification and description of the Bidder’s proposed transactions involving SMB in Canada, the total of which, or 15 percent of the costs paid out by the Crown less the cumulative amount for all LIUC, whichever is higher will become Obligations to be achieved under Article 2 of the ITB Terms and Conditions;
5.8.2.2. A description of the activities and approaches undertaken to date by the Bidder and its proposed Eligible Donors that have resulted in the proposed distribution of SMB transactions;
5.8.2.3. A description of the activities and approaches that will be undertaken after Contract award until the end of the Achievement Period to improve the opportunities available to SMB;
5.8.2.4. A description of the activities and approaches that will be undertaken after Contract award until the end of the Achievement Period to improve the opportunities available to SMB for the sourcing of the commodities to be procured for the OCFC2 program;
5.8.2.5. A description of how SMB considerations are factored into the Bidder’s ITB decision-making processes; and,
5.8.2.6. A description of any initiatives and/or assistance (at a broad corporate level or specific to the Project) that would be provided to SMB to help stimulate and promote them, both as potential suppliers to the Project and for their capability to pursue and undertake new business activities. Examples could include financing or special payment provisions.
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5.9. Export target market overview
5.9.1. The Proposal must include an export target market overview (the overview), as part of the Bidder’s international export strategy demonstrating that the Bidder and its suppliers can leverage the Project into future export success.
5.9.2. The overview should, in as much detail as possible, provide information identifying the international markets that the Bidder and its suppliers intend to target and provide sufficient information to Canada to determine whether a realistic assessment of export potential has been provided and that the Bidder can reasonably achieve this potential. The anticipated length of the target market section is under ten pages.
5.9.3. The Bidder’s overview must contain detailed responses to four (4) or more of the following criteria:
Identify the specific markets that are targeted, including an assessment of the size of the market potential;
Describe any barriers affecting market entry from Canada and the related mitigation strategies;
Identify whether buyers have been identified and whether the Bidder’s solution is a procurement priority of potential buyers in targeted markets (e.g. has a Request for Proposal been issued?);
Describe the direct or indirect market entry approach (e.g. government to government contract, direct commercial contract, agent, local partner, setting up local operations); and,
Describe the Bidder’s competitive advantage (e.g. has the offering already been sold commercially?).
5.10. Detailed transaction sheets
5.10.1. The Proposal will provide a separate and detailed sheet for each transaction that the Bidder proposes and for which it is prepared to commit contractually. A template of the transaction sheet is attached as Annex B
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to the ITB Terms and Conditions. The Bidder is encouraged to use this template, to promote administrative consistency and ease.
5.10.2. In addition to the individual transaction sheets, the Bidder will include a summary chart of all of its proposed transactions. The summary chart should clearly identify each transaction and provide a breakdown, with appropriate sub-totals and percentages, by: direct, indirect, region, SMB and rated criteria. The summary chart should provide a very brief description of how each proposed transaction aligns with the rated criteria, to compliment the more detailed justifications located in the transaction sheet. The Bidder may use a format of its choice for the summary chart.
5.10.3. The Bidder should include a forecast plan for the Transactions due three (3) years and every year until the end of the contract period, following the Effective Date of the Contract, respectively. The forecast plan should include such information as, but not limited to: a list of any Canadian companies being considered; and/or, the specific capabilities being sought from Canadian suppliers.
5.10.4. The Bidder is strongly encouraged to fully complete every section of the transaction sheet, as outlined below, so that the transaction can be properly evaluated. The Bidder should also provide details and documentation within its Proposal, as indicated, in support of transaction eligibility. Failure to adequately describe and/or document the proposed transaction may result in it being rejected as not meeting the transaction eligibility criteria.
5.10.5. Identifying a transaction for the purposes of Section 4.1.4 means presenting a signed transaction sheet to the ITB Authority, which names both a specific donor and a specific recipient company, describes the business activity in detail, provides valuation information, and complies with the Bidder Instructions and the ITB Terms and Conditions with respect to eligibility criteria, valuation, transaction types and banking.
5.10.6. The total value of the bidder’s proposed Defence Sector transactions should not exceed the ITB bid evaluation amount of $30,000,000. In the event that the Bidder identifies Transactions in its Proposal valued at more than 100 percent of the ITB bid evaluation amount of $30,000,000:
5.10.6.1. the Obligation value in Article 2.1.1 of the Terms and Conditions will be adjusted to match the total value of those Transactions; and,
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5.10.6.2. no additional points will be scored in the rated evaluation, above those outlined in the Evaluation Plan.
5.10.7. Instructions for transaction sheets:
5.10.7.1. Overview
Title (provide a brief title identifying the activity)
Number (assign a unique number, in simple, sequential order, for reference purposes)
Date transaction submitted
Tranche (the Proposal is tranche 1)
5.10.7.2. Contractor contact information (information regarding the proposed Contractor on the Project)
5.10.7.3. Donor company information
5.10.7.4. Recipient company information: Notes: i) the company description should include locations, business history and core capabilities; ii) see Article 7.1.5 of the Terms and Conditions for other recipient requirements.
5.10.7.5. Valuation and time phasing (specify the overall CCV values as applicable, plus the detailed commitment schedule broken out by 12 month periods, which mirror the Reporting Periods)
For the purposes of the evaluation process, the multiplied or enhanced value of a proposed transaction involving a credit multiplier, future sales achievement or CCV enhancement, as described in Article 6 of the Terms and Conditions, will not be considered. Only the face value of the initial investment, or the estimated CCV, in the proposed transaction will be considered. Any multiplied credit values, future sales achievements or enhanced CCV will be counted after the Effective Date of the Contract.
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5.10.7.6. Details of transaction
Type of transaction (direct or indirect, pooled, banked)
VP activity (yes or no)
o Defence Related (yes, no or dual-use) o R&D Activity (yes or no) o Supplier Development (yes or no) o Export Target Market (yes or no)
Description/justification for VP classifications above (clearly demonstrate and document alignment with VP requirements)
Activity type (purchase, investment)
Business activity type (aircraft fabrication, electro-optical)
Federal supply class (FSC) Code (website reference provided on template)
Investment framework details (if applicable)
Allowable investment type (cash grant, cash share purchase, in-kind IP, transfer equipment, marketing support) Type of R&D or commercialization activity (test analysis, applied research, business planning, feasibility studies) Business Plan included (template in Annex D of Terms and Conditions) Valuation documentation included (agreement or in-kind valuation report, as appropriate)
5.10.7.7. Consortium member information (if applicable);
5.10.7.8. Transaction eligibility criteria (be as specific and detailed as possible in addressing how a proposed transaction meets each eligibility criteria, which are outlined in the ITB Terms and Conditions. Guidance is provided in the transaction sheet template. Include all details and documentation in the Proposal)
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5.10.7.9. Other
Canadian government assistance (describe the date and details of any assistance provided -- either to the specific activity, the donor, or the recipient -- from any level of government in Canada) CCV overview (indicate which CCV calculation method was used) Level of technology (for Indirect Transactions, indicate whether the level of technology is the same or higher than the Project)
5.10.7.10. Signature (an authorized official at the Bidder’s or proposed Eligible Donor’s company)
5.11. Mandatory requirements certificate
5.11.1. The Bidder must submit with its Proposal the mandatory requirements certificate (Annex A), completed with their company name and Bid Price, and signed and dated by a company official duly authorized to bind the company.
6. RATED CRITERIA
6.1 Value Proposition: The Bidder should provide information and details on its VP commitments, transactions, and international export strategy, which will be rated as described in Section 4 of the Evaluation Plan. The Bidder should complete and submit the rated criteria certificate (Annex B), signed and dated by a company official duly authorized to bind the company.
6.1.1. [Defence Sector Instructions] – The Proposal should include the Bidder’s commitment to achieve Transactions within the Defence Sector. The commitment should be expressed as a percentage of the costs paid out by the Crown less the cumulative amount for all LIUC, including options, measured in CCV. This commitment will become an Obligation to be completed within the Achievement Period.
6.1.2. [Research and Technological Development Instructions] – The Proposal should include the Bidder’s commitment to achieve Transactions involving Research and Development Activities in Canada internal to the
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bidder. The Commitment should be expressed as a percentage of the costs paid out by the Crown less the cumulative amount for all LIUC, including options and measured in CCV. This commitment will become an Obligation to be completed within the Achievement Period.
6.1.3. The Proposal should include the Bidder’s commitment to achieve Transactions involving Research and Development Activities in Canada with industry within the apparel, textile and/or footwear sectors. The Commitment should be expressed as a percentage of the costs paid out by the Crown less the cumulative amount for all LIUC, including options and measured in CCV. This commitment will become an Obligation to be completed within the Achievement Period.
6.1.4. The Proposal should include the Bidder’s commitment to achieve Transactions involving Research and Development Activities in Canada with Post-Secondary Institutions and Public Research Institutions within the apparel, textile and/or footwear sectors. The Commitment should be expressed as a percentage of the costs paid out by the Crown less the cumulative amount for all LIUC, including options and measured in CCV. This commitment will become an Obligation to be completed within the Achievement Period.
6.1.5. [Supplier Development Instructions] - The Proposal should include the Bidder’s commitment to achieve Canadian content levels, measured using the modified rules of origin or the NAFTA rules of origin (the reference to “territory” in the NAFTA rules of origin is to be replaced with “Canada”) for each grouping of commodities valued at greater than the percentages specified at paragraph 4.1.3. The Commitment should be expressed as a percentage of the value of each grouping, including options. These commitments will become an Obligation to be completed on an annual basis within the Achievement Period.
6.1.6. [International Export Strategy Instructions] – The Proposal should include an international export strategy, demonstrating that the Bidder and its suppliers can leverage the Project into future export success.
The international export strategy should, in as much detail as possible, provide information on the Bidder’s plan to maximize export activities for Canadian industry related to the Project. The strategy should provide
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information that responds to each of the points below, related to capacity to export.
6.1.6.1. Capacity to Export: The international export strategy should demonstrate that the Bidder and/or its other proposed Eligible Donors have the capacity to successfully carry out their export plans and provide sufficient information to enable Canada to determine, at the time of bid evaluation, whether the conditions for success will be in place at the time of Contract award and will remain in place. All the components detailed below are required in order to successfully manage an export program; therefore VP points will only be awarded for the capacity to export section if the Bidder can demonstrate at the time of bid evaluation that all of the capacity of export components will be fulfilled at the time of contract award. More specifically, the Bidder and its suppliers should demonstrate that:
they have the decision-making authority to pursue exports from Canada, by providing: o evidence that the necessary company signing authorities are in place to pursue international sales; o details describing the extent of the decision-making authority with regard to pursuing export contracts.
they have access to the Intellectual Property rights needed to export from Canada to the target market(s), by providing evidence of access such as: o proof of access to the Intellectual Property (i.e. a copy of a transfer or licensing agreement for the Intellectual Property); o proof of ownership of the Intellectual Property (i.e. registration number of the Intellectual Property); o other evidence proving access and/or ownership o description why no Intellectual Property right is required for the implementation of target market exports.
their Canadian-based operations have and will maintain exclusive authority to export the product/service outside of Canada, by providing evidence such as:
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o contract or certification or other documentation to illustrate that they have a world product mandate for a product or service with exclusive authority to export outside of Canada. o Details and evidence of the exclusive authority to export the product/service globally, that does not require a world product mandate.
they have a management team in place to pursue international sales from Canada, by providing: o details describing the team and its organizational structure.
they have set aside and are using human and financial resources to pursue international market opportunities from Canada, by providing: o a description of the resources and an overview of their use.
6.1.7. The Contract will require the Contractor to report on its international export strategy and activities on an annual basis for the duration of the Project, as referenced in Article 3.1.1.4 of the ITB Terms and Conditions. Reporting on the export activities, including the status of the export Transactions and confirmation that the capacity to export conditions remain in place, will be an Obligation.
7. BANKING AND POOLING
7.1. Banking and pooling are described in the ITB Terms and Conditions. The Bidder may use bank transactions, or a pooled portion thereof, as part of its Proposal.
7.1.1. The Bidder submitting a bank transaction in its Proposal should include and attach a copy of the approved banked transaction sheet and the most recent annual bank statement, authorized by the ITB Authority and dated before the release date of the Request for Proposal (RFP) to which the Proposal responds.
7.1.2. A pooled transaction, or portion thereof, may only be included in the Proposal if it originates from the bank.
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7.2. If a bank transaction is used as part of a Proposal, the evaluation committee will consider the transaction as accepted for meeting the transaction eligibility criteria, with the exception of Eligible Donor.
7.2.1. A bank transaction will be evaluated to confirm that it meets the Eligible Donor criteria for the Project, outlined in Article 7 of the Terms and Conditions.
7.3. Acceptance of a transaction in the bank does not guarantee Value Proposition points. All bank transactions will be evaluated to determine Value Proposition scoring, as outlined in the Evaluation Plan.
7.4. The Bidder may submit bank transactions of any CCV value in its Proposal. The entire CCV value of bank transactions submitted in the Proposal will become a commitment to be achieved under Article 2 of the Contract. However, any CCV value of bank transactions that exceeds 50 percent of the total for all Transactions identified in the Proposal will not be counted in the evaluation.
7.5. The Bidder is encouraged to submit any proposed bank transactions to the ITB bank well in advance of RFP release. Any bank transaction, or portion thereof, included in the Proposal where the date of the authorized bank statement falls after the RFP release date for the Project will not be considered in the mandatory or rated evaluation. Further, that bank transaction will not become a commitment to be achieved under the Contract.
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Annex A- Mandatory requirements certificate
The Bidder, ______, declares and certifies that through this Proposal for the Operational Clothing and Footwear Consolidated Contract (OCFC2) Program, that the Bidder meets and agrees to the following requirements:
Mandatory Requirement Specific Contract Commitment 1. The Bidder must commit to achieving Transactions, measured in Canadian Article 2.1.1 content value (CCV),valued at not less than 100 percent of the costs paid out by the Crown less the cumulative amount for all Line Item Unit Cost (LIUC) (including any Contract options), to be achieved within the Achievement Period. 2. The Bidder must commit to achieving VP activities in the form of Direct Article 2.1.2 Transactions, valued at no less than 70 percent of costs paid out by the Crown less the cumulative amount for all LIUC (including any Contract options), measured in CCV, to be achieved within the Achievement Period. For the winning Bidder, its Direct Transactions will become an Obligation that must be achieved under the Contract. 2. 3. The Bidder must commit to achieving Canadian content levels, measured using Article 2.1.2 the modified rules of origin or the NAFTA rules of origin (the reference to “territory” in the NAFTA rules of origin is to be replaced with “Canada”) for each grouping of commodities valued at not less than the following percentages: a) Group 1 – CADPAT Apparel: i. modified rule of origin for Apparel: 80 percent; and, ii. modified rule of origin for Textiles: 80 percent. b) Group 2 – Non-CADPAT Apparel: i. modified rule of origin for Apparel: 80 percent; and, ii. modified rule of origin for Textiles: 60 percent. c) Group 3 – Badges, Nameplates and Insignias: NAFTA rule of origin: 95 percent. d) Group 4 – Footwear: NAFTA rule of origin: 80 percent. e) Group 5 – Soldier’s Personnel Equipment: NAFTA rule of origin: 70 percent. 4(a). The Bidder must commit to identified Transactions which are detailed, fully Article 2.1.3, 2.1.4 described and equal in total to not less than 30 percent of the ITB bid evaluation and 2.1.5 amount of $30,000,000, measured in CCV.
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Mandatory Requirement Specific Contract Commitment 4(b). The Bidder must commit to identifying three (3) years after Contract award and every year until the end of the contract period, Transactions that are detailed, fully Article 2.1.6 described and bring the cumulative total of identified Transactions to not less than 90 percent of the costs paid out by the Crown less the cumulative amount for all LIUC since the Effective Date of the Contract (including any options), measured in CCV. 5. The Bidder must commit to achieving not less than 15 percent of the costs paid Article 2.1.4 out by the Crown less the cumulative amount for all LIUC in Small and Medium Business Transactions, measured in CCV. 6. Bidder accepts all of the ITB Terms & Conditions. All articles and annexes. 7. The Bidder must submit all the required components in its Proposal: Company Business Plan Annex A ITB Management Plan Regional Development Plan Small and Medium Business Development Plan Compliant Export Target Market Overview Detailed transaction sheets, accompanied by a summary chart of them. Signed mandatory requirements certificate.
IN WITNESS THEREOF THIS MANDATORY REQUIREMENTS CERTIFICATE HAS BEEN SIGNED THIS ______DAY OF ______BY A SENIOR COMPANY OFFICIAL WHO IS DULY AUTHORIZED TO BIND THE COMPANY.
______SIGNATURE
______NAME AND TITLE OF SENIOR COMPANY OFFICIAL
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Annex B - Rated criteria certificate
The Bidder, ______, declares and certifies that through this Proposal for the Operational Clothing and Footwear Consolidated Contract (OCFC2) Program that the Bidder makes the following Commitments, in response to the rated criteria outlined in section 6:
Rated Criteria Bidder Maximum Points Contract Commitment Available Commitment Defence Sector Commitment % 10 Article 2.1.2.1
Research and Development Commitment to R&D % 10 Article 2.1.2.2 internal to the bidder Commitment to R&D with % 10 Article 2.1.2.2 industry within the apparel, textile and/or footwear sectors Commitment to R&D with % 20 Article 2.1.2.2 Post-Secondary Institutions and Public Research Institutions within the apparel, textile and/or footwear sectors
Supplier Development Commitment for Group 1 – % 5 Article 2.1.2.3 CADPAT Apparel: modified rule of origin for Apparel Commitment for Group 1 – % 5 Article 2.1.2.3 CADPAT Apparel: modified rule of origin for Textiles Commitment for Group 2 – % 7.5 Article 2.1.2.3 Non-CADPAT Apparel: modified rule of origin for Apparel Commitment for Group 2 – % 7.5 Article 2.1.2.3 Non-CADPAT Apparel: modified rule of origin for Textiles
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Rated Criteria Bidder Maximum Points Contract Commitment Available Commitment Commitment for Group 3 – % 2.5 Article 2.1.2.3 Badges, Nameplates and Insignias: NAFTA rule of origin Commitment for Group 4 – % 10 Article 2.1.2.3 Footwear: NAFTA rule of origin Commitment for Group 5 – % 2.5 Article 2.1.2.3 Soldier’s Personnel Equipment: NAFTA rule of origin
International Export Strategy Article 2.1.2.11 Capacity to Export -Maintain capacity 10 Article 2.1.2.11 to export conditions Article 3.1.1.4 -Annual reporting
IN WITNESS THEREOF THIS RATED CRITERIA CERTIFICATE HAS BEEN SIGNED THIS ______DAY OF ______BY A SENIOR COMPANY OFFICIAL WHO IS DULY AUTHORIZED TO BIND THE COMPANY.
______SIGNATURE
______NAME AND TITLE OF SENIOR COMPANY OFFICIAL
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Appendix 2 to Annex C – ITB / VP Evaluation Plan
OPERATIONAL CLOTHING AND FOOTWEAR CONSOLIDATED CONTRACT (OCFC2)
Industrial and Technological Benefits (ITB)
Value Proposition Evaluation Plan
Department of National Defence
Appendix 2 to Annex C – ITB / VP Evaluation Plan
TABLE OF CONTENTS
1 INTRODUCTION
2 MANDATORY REQUIREMENTS
3 MINIMUM ASSESSMENT VALUES
4 RATED EVALUATION
5 PROCESS
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1. INTRODUCTION
1.1. The purpose of the Value Proposition (VP) Evaluation Plan (EP) is to describe the methodology that will be used to evaluate the VP Proposal (Proposal) submitted by the Bidder.
1.2. The Proposal will be evaluated as either responsive or not responsive. The Proposal will be deemed responsive if it: i) meets all of the mandatory requirements outlined in Section 2; and, ii) meets the minimum assessment values outlined in Section 3.
1.3. All responsive bids will then be evaluated based on rated criteria, as outlined in Section 4.
1.4. The results of the evaluation will be conveyed to the Contracting Authority. The results will then be integrated into the overall bid evaluation results, as outlined in Annex C of the Operational Clothing and Footwear Consolidated Contract (OCFC2) Program (the Project) Request for Proposal.
1.5. The Bidder is strongly encouraged to closely review the entire Bidder Instructions document.
1.6. Defined terms not otherwise defined in this document have the meaning given to them in the ITB Terms and Conditions and the Request for Proposal, including annexes, to which this Evaluation Plan is attached.
2. MANDATORY REQUIREMENTS
2.1. The chart below details each mandatory requirement and how the ITB Authority will assess whether it has been met. The Proposal will be assessed as responsive or not responsive. To be considered responsive, all mandatory requirements must be met.
Mandatory Requirement Method to Confirm
1. The Bidder must commit to achieving Transactions, Mandatory requirements measured in Canadian content value (CCV),valued at certificate is duly signed and not less than 100 percent of the costs paid out by the submitted. Crown less the cumulative amount for all LIUC (including any Contract options), to be achieved within
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Mandatory Requirement Method to Confirm
the Achievement Period. 2. The Bidder must commit to achieving VP Mandatory requirements activities in the form of Direct Transactions, certificate is duly signed and valued at no less than 70 percent of costs paid submitted out by the Crown less the cumulative amount for all LIUC (including any Contract options), measured in CCV, to be achieved within the Achievement Period. For the winning Bidder, its Direct Transactions will become an Obligation that must be achieved under the Contract. 2. The Bidder must commit to achieving Canadian Mandatory requirements content levels, measured using the modified rules of certificate is duly signed and origin or the NAFTA rules of origin (the reference submitted to “territory” in the NAFTA rules of origin is to be replaced with “Canada”) for each grouping of commodities valued at not less than the following percentages:
a) Group 1 – CADPAT Apparel: i. modified rule of origin for Apparel: 80 percent; and, ii. modified rule of origin for Textiles: 80 percent.
b) Group 2 – Non-CADPAT Apparel: i. modified rule of origin for Apparel: 80 percent; and, ii. modified rule of origin for Textiles: 60 percent.
c) Group 3 – Badges, Nameplates and Insignias: NAFTA rule of origin: 95 percent.
d) Group 4 – Footwear: NAFTA rule of origin: 80 percent.
e) Group 5 – Soldier’s Personnel Equipment: NAFTA rule of origin: 70 percent. 4a. The Bidder must commit to identified Transactions CCV value of each eligible which are detailed, fully described and equal in total to Transaction in the Proposal is not less than 30 percent of the ITB bid evaluation totalled, and then compared
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Mandatory Requirement Method to Confirm
amount of $30,000,000, measured in CCV. against the ITB bid evaluation amount of $30,000,000.
Mandatory requirements certificate is duly signed and submitted. 4b. The Bidder must commit to identifying three (3) years Mandatory requirements after Contract award and every year until the end of certificate is duly signed and the contract period, Transactions that are detailed, fully submitted. described and bring the cumulative total of identified Transactions to not less than 90 percent of the costs paid out by the Crown less the cumulative amount for all LIUC since the Effective Date of the Contract (including any options) , measured in CCV. 5. The Bidder must commit to achieving not less than Mandatory requirements 15 percent of the costs paid out by the Crown less certificate is duly signed and the cumulative amount for all LIUC in Small and submitted. Medium Business Transactions, measured in CCV.
6. Bidder accepts all of the ITB Terms & Conditions. Mandatory requirements certificate is duly signed and submitted. 7. The Bidder must submit all the required components Presence of each required in its Proposal: component in the Proposal and Company Business Plan the Mandatory requirements ITB Management Plan certificate is duly signed and Regional Development Plan submitted. Small and Medium Business Development Plan Compliant export target market overview Detailed transaction sheets, accompanied by a summary chart of them. Signed mandatory requirements certificate Table 2-1, Mandatory Requirements Evaluation Chart
3. MINIMUM ASSESSMENT VALUES
3.1. The plans will be evaluated to determine if they meet the minimum assessment values below.
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3.1.1. The Bidder’s four Plans will be evaluated to confirm that they are present in the Proposal. The plans are then assessed for quality and for risk, using the assessments in Tables 3-1 and 3-2.
3.1.2. Quality will be assessed as to whether the Plans respond to the requested components outlined in Section 5 of the Bidder Instructions, the level of detail in the component, and how well the content of the plan meets the ITB Objectives outlined in Section 3 of the Bidder Instructions.
3.1.3. Quality will be assessed on a scale of one (1) to four (4), using the values below in Table 3-1.
VALUE PLAN – QUALITY ASSESSMENTS
4 SUPERIOR Plan contains detailed responses to four or more of the requested items in Section 5.4 to 5.8, both inclusive, as applicable, of the Industrial and Technological Benefits, Value Proposition Bidder Instructions. The Plan demonstrates that many of Canada’s ITB Objectives will be met.
3 GOOD Plan contains detailed responses to three of the requested items in Section 5.4 to 5.8, both inclusive, as applicable, of the Industrial and Technological Benefits, Value Proposition Bidder Instructions. The Plan demonstrates that several of Canada’s ITB Objectives will be met.
2 POOR Plan contains detailed responses to two of the requested items in Section 5.4 to 5.8, both inclusive, as applicable, of the Industrial and Technological Benefits, Value Proposition Bidder Instructions. The Plan demonstrates that some of Canada’s ITB Objectives will be met.
1 VERY WEAK Plan contains detailed response to one or less of the requested items in Section 5.4 to 5.8, both inclusive, as applicable, of the Industrial and Technological Benefits, Value Proposition Bidder Instructions. The Plan does not demonstrate that Canada’s ITB Objectives will be met. Table 3- 1, Plan Quality Assessments
3.1.4. Risk will be assessed as to whether the Plans respond to the risk areas outlined in Section 5 of the Bidder Instructions and the level of detail provided.
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3.1.5. Risk will be assessed on a scale of one (1) to four (4), using the values below in Table 3-2.
VALUE PLAN - RISK ASSESSMENTS
4 SUPERIOR Plan contains a detailed response to four or more of the risk areas in Section 5.4 to 5.8 of the Industrial and Technological Benefits, Value Proposition Bidder Instructions, such that the probability of failure to achieve is extremely low.
3 GOOD Plan contains a detailed response to three of the risk areas in Section 5.4 to 5.8 of the Industrial and Technological Benefits, Value Proposition Bidder Instructions, such that the probability of failure to achieve is low.
2 POOR Plan contains a detailed response to two of the risk areas in Section 5.4 to 5.8 of the Industrial and Technological Benefits, Value Proposition Bidder Instructions, such that the probability of failure to achieve is moderate.
1 VERY WEAK Plan contains a detailed response to one or less of the risk areas in Section 5.4 to 5.8 of the Industrial and Technological Benefits, Value Proposition Bidder Instructions, such that the probability of failure to achieve is significant. Table 3- 2, Plan Risk Assessments
3.1.6. The Quality and Risk assessments agreed to by evaluators will be multiplied together and the sums added together to determine the final Plans assessment value for the Proposal.
3.1.7. The Bidder must achieve or exceed a final Plans assessment value of thirty-two (32) (out of a possible sixty-four (64)).
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EXAMPLE:
Plan Quality (A) Risk (B) Assessment Value (C) (C) = (A) x (B) Company Business Plan 4 3 12 ITB Management Plan 2 3 6 Regional Development Plan 4 4 16 SMB Development Plan 4 2 8 Final plans assessment value 42 Table 3.3 - Example
3.2. Evaluation of exporttarget market overview
3.2.1. The Bidder’s export target market overview (the overview) will be evaluated to confirm that it is present in the Proposal. It will then be assessed as compliant or non-compliant. A compliant overview must contain detailed responses to four (4) or more of the criteria listed in section 5.9.3 of the Bidder Instructions.
3.3. Evaluation of transactions
3.3.1. The Bidder’s proposed transactions will be evaluated to determine whether they comply with the Bidder Instructions and with the ITB Terms and Conditions, with respect to eligibility criteria, valuation, banking and transaction types.
3.3.2. If a proposed transaction does not meet the criteria outlined in 3.3.1, it will be rejected and will receive no further consideration during the mandatory or rated evaluation, or in the Contract.
3.3.3. If a proposed transaction meets the criteria outlined in 3.3.1, it will then be evaluated using the rated evaluation criteria outlined in Section 4.
4. RATED EVALUATION
4.1. The Bidder’s proposed commitments and transactions will be evaluated against the rated criteria as described below.
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4.1.1. Defence Sector:
Defence Sector Scoring Points Criteria (10 Points) VP commitment Up to 10 points will be The bidder that offers the available for a VP highest commitment to commitment related to OCFC2 VP activities in OCFC2 above the Direct Transactions mandatory seventy (70) above the mandatory percent. seventy (70) percent, and up to 100 percent of the costs paid out by the Crown less the cumulative amount for all LIUC, will achieve the maximum available points. All bidders will achieve a pro-rated score against the highest commitment. Formula: (Bidder’s commitment divided by the highest bidder’s commitment) multiplied by 10 points.
4.1.2. Research and Technological Development:
Research and Points Technological Development Scoring Criteria (40 Points) Internal R&D Up to 10 points will be The bidder that offers available for the VP the highest total VP commitment (expressed as commitment in R&D a percentage of the costs activity in Canada paid out by the Crown less internal to the the cumulative amount for company will achieve all LIUC) to undertake the maximum 10 R&D activity in Canada available points. All
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Research and Points Technological Development Scoring Criteria (40 Points) internal to the company. bidders will achieve a pro-rated score against the highest commitment. Formula: (Bidder’s commitment divided by the highest bidder’s commitment) multiplied by 10. R&D with Industry Up to 10 points will be The bidder that offers available for the VP the highest total VP commitment (expressed as commitment in R&D a percentage of the costs activity in Canada with paid out by the Crown less industry within the the cumulative amount for apparel, textile and/or all LIUC) to undertake footwear sectors will R&D activity in Canada achieve the maximum with industry within the 10 available points. All apparel, textile and/or bidders will achieve a footwear sectors. pro-rated score against the highest commitment. Formula: (Bidder’s commitment divided by the highest bidder’s commitment) multiplied by 10. R&D with post- Up to 20 points will be The bidder that offers secondary institutions available for the VP the highest total VP and public research commitment (expressed as commitment in R&D institutions a percentage of the costs activity in Canada with paid out by the Crown less Post-Secondary the cumulative amount for Institutions and Public all LIUC) to undertake Research Institutions R&D activity in Canada within the apparel, with Post-Secondary textile and/or footwear
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Research and Points Technological Development Scoring Criteria (40 Points) Institutions and Public sectors will achieve the Research Institutions maximum 20 available within the apparel, textile points. All bidders will and/or footwear sectors. achieve a pro-rated score against the highest commitment. Formula: (Bidder’s commitment divided by the highest bidder’s commitment) multiplied by 20.
*Bidder should note that all commitments made will continue to be applied to any contract option years exercised.
4.1.3. Supplier Development:
4.1.3.1.The bidder’s VP score will be calculated based on the addition of the points scored for each grouping.
4.1.3.2.For all groupings, the bidder that offers the highest VP commitment above the minimum Canadian Content level, up to a maximum of 100 percent, will achieve the maximum available points. All bidders will achieve a pro-rated score against the highest commitment.
Commodity Groups Scoring Criteria (40 Points Points) Group 1 – CADPAT Up to 10 points will be Maximum VP points Apparel: available for VP = 10 Commitments over and above the minimum The bidder that offers mandatory Canadian the highest total VP Content levels, up to a commitment above maximum of 100 the mandatory eighty percent. (80) percent for the apparel modified rule
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Commodity Groups Scoring Criteria (40 Points Points) of origin, and up to 100 percent will achieve the maximum 5 available points.
The bidder that offers the highest total VP commitment above the mandatory eighty (80) percent for the textile modified rule of origin, and up to 100 percent will achieve the maximum 5 available points.
All bidders will achieve a pro-rated score against the highest commitment for each of the modified rules of origin. Formula: (Bidder’s commitment divided by the highest bidder’s commitment) multiplied by 5 points for each of the modified rules of origin. Group 2 – Non- Up to 15 points will be Maximum VP points CADPAT Apparel: available for VP = 15 Commitments over and above the minimum The bidder that offers mandatory Canadian the highest total VP Content levels, up to a commitment above maximum of 100 the mandatory eighty
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Commodity Groups Scoring Criteria (40 Points Points) percent. (80) percent for the apparel modified rule of origin, and up to 100 percent will achieve the maximum 7.5 available points.
The bidder that offers the highest total VP commitment above the mandatory sixty (60) percent for the textile modified rule of origin, and up to 100 percent will achieve the maximum 7.5 available points.
All bidders will achieve a pro-rated score against the highest commitment for each of the modified rules of origin. Formula: (Bidder’s commitment divided by the highest bidder’s commitment) multiplied by 7.5 points for each of the modified rules of origin. Group 3 - Badges, Up to 2.5 points will be Maximum VP points Nameplates and available for a VP = 2.5 Insignias: Commitment over and above the minimum The bidder that offers mandatory Canadian the highest total VP
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Commodity Groups Scoring Criteria (40 Points Points) Content level, up to a commitment above maximum of 100 the mandatory ninety- percent. five (95) percent for the NAFTA rule of origin, and up to 100 percent will achieve the maximum 2.5 available points.
All bidders will achieve a pro-rated score against the highest NAFTA rule of origin commitment. Formula: (Bidder’s commitment divided by the highest bidder’s commitment) multiplied by 2.5 points. Groups 4 - Footwear: Up to 10 points will be Maximum VP points available for a VP = 10 Commitment over and above the minimum The bidder that offers mandatory Canadian the highest total VP Content level, up to a commitment above maximum of 100 the mandatory eighty percent. (80) percent for the NAFTA rule of origin, and up to 100 percent will achieve the maximum 10 available points.
All bidders will achieve a pro-rated score against the
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Commodity Groups Scoring Criteria (40 Points Points) highest NAFTA rule of origin commitment. Formula: (Bidder’s commitment divided by the highest bidder’s commitment) multiplied by 10 points. Group 5 – Soldier’s Up to 2.5 points will be Maximum VP points Personnel Equipment: available for a VP = 2.5 Commitment over and above the minimum The bidder that offers mandatory Canadian the highest total VP Content level, up to a commitment above maximum of 100 the mandatory percent. seventy (70) percent for the NAFTA rule of origin, and up to 100 percent will achieve the maximum 2.5 available points.
All bidders will achieve a pro-rated score against the highest NAFTA rule of origin commitment. Formula: (Bidder’s commitment divided by the highest bidder’s commitment) multiplied by 2.5 points.
4.1.4. International Export Strategy:
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4.1.4.1. Up to 10 Points for the response to the capacity to export criteria.
Capacity to Export Scoring Criteria (10 Points) Points Successfully demonstrates that they meet all five of the 100 percent of available capacity to export criteria in Section 6.1.6.1 of the Industrial points (10 points) and Technological Benefits, Value Proposition Bidder Instructions. Did not successfully demonstrate that they met all five of the 0 percent of available capacity to export criteria in Section 6.1.6.1 of the Industrial points (0 points) and Technological Benefits, Value Proposition Bidder Instructions. Table 4.2 – Capacity to Export Criteria
4.2. Identified Transactions will be assessed to determine whether they align with each of the rated evaluation criteria identified in sections 4.1.1 through 4.1.4 and excluding section 4.1.3. The Bidder should provide a level of detail sufficient to support the claim that the Transaction fits within a given criteria.
4.2.1. Transactions where the Bidder does not demonstrate alignment with the rated evaluation criteria will receive zero points in the rated evaluation, but would be included as a Commitment to be achieved in the Contract.
4.2.2. Transactions where the Bidder demonstrates alignment with the rated evaluation criteria will be scored as outlined below in section 4.4. These Transactions would also be included as a Commitment to be achieved in the Contract.
4.2.2.1. In the event that the Bidder identifies Transactions in its Proposal valued at more than 100 percent of the ITB bid evaluation amount of $30,000,000, no additional points will be earned in the rated evaluation, above those outlined in the Evaluation Plan. Additionally in this event, the Obligation value in Article 2.1.1 of the Terms and Conditions would be adjusted to match the total value of those Transactions.
4.3. Identified Transactions may be aligned with multiple criteria and will be scored as such, up to the maximum total points. All Transactions and Commitments
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identified in the Proposal will be included as a Commitment and/or Obligation to be achieved in the ensuing Contract.
4.4. Table 4.3 below summarizes the rated evaluation scoring:
Criteria Available Basis of Points Evaluation Defence 10 Commitment 10 Commitment on signed rated criteria certificate
Research and Development 40 R&D internal to the bidder 10 Commitment on signed rated criteria certificate R&D with Industry 10 Commitment on signed rated criteria certificate R&D with Post-Secondary 20 Commitment on signed rated criteria certificate Institutions and Public Research Institutions Supplier Development 40 Group 1 – CADPAT 10 Commitment on signed rated criteria certificate Apparel: Group 2 – Non-CADPAT 15 Commitment on signed rated criteria certificate Apparel: Group 3 - Badges, 2.5 Commitment on signed rated criteria certificate Nameplates and Insignias: Groups 4 - Footwear: 10 Commitment on signed rated criteria certificate Group 5 - Soldiers 2.5 Commitment on signed rated criteria certificate Personnel Equipment: Export Strategy 10 Capacity to export 10 Content of international export strategy Total Points 100 Table 4.3 – Transaction Scoring 4.5. Total VP Score: The Bidder’s scores for commitments and identified Transactions will be totaled to reach a Total VP Score, which will then be weighted at twenty (20) percent of the total available score for the Project’s overall bid evaluation.
5. PROCESS
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5.1. The evaluation is led by the ITB Authority, with participation from representatives of the regional development agencies, and, if required, other subject matter experts.
5.2. The ITB Authority will hold overall responsibility for ensuring that the members of the evaluation team carry out their responsibilities. The ITB Authority will act as the liaison between the evaluation team and outside officials.
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Department of National Defence
Annex E to OCFC2 Draft RFP
OPERATIONAL CLOTHING AND FOOTWEAR CONSOLIDATED CONTRACT (OCFC2)
Industrial and Technological Benefits (ITB)
Terms and Conditions
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Annex E to OCFC2 Draft RFP
TABLE OF CONTENTS 1. Definitions 2. Statement of Obligations 3. Annual reporting 4. Contract price changes 5. Overachievement of Commitments 6. Transaction types 7. Transaction eligibility criteria 8. Canadian content value (CCV) 9. Strategic plans 10. Pooling 11. Banking 12. Public communications 13. Information Management 14. Transaction alterations 15. Verification and access to records 16. Conflict resolution 17. Remedies 18. Changes to the Plans 19. Responsibilities of the parties 20. Compliance with the Lobbying Act 21 Contingency and/or success fees 22. List of approved Eligible Donors
Annexes: A VP Commitments and Transactions B Transaction sheet - template C Annual report template D IF business plan - template E Defence Sector definitions
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1. DEFINITIONS
1.1. Defined terms not otherwise defined in this document have the meaning given to them in the Contract. For the purpose of these ITB Terms and Conditions, unless the context otherwise requires, the following definitions apply:
1.1.1. “Achievement Period” means the period commencing on November 4, 2015 and ending one year after the the Contract end date;
1.1.2. “Allowable Investment” – For cash contributions, an Allowable Investment means: a grant; or, a purchase of non-controlling common or preferred shares of a Canadian Company. It does not include either the purchase of debentures or a repayable loan. For in-kind contributions, an Allowable Investment means: a license for Intellectual Property (authorization to use the licensed material); equipment (equipment, software or systems to develop new or improved goods or services); knowledge transfer (lending of an employee to provide technical or managerial know-how); or, marketing and sales support (lending of an employee to undertake marketing/sales activities and share market intelligence; or, a license for brand or trademarks);
1.1.3. “Canadian Company” means a commercial enterprise that is incorporated pursuant to the laws of Canada and which has ongoing business activities in Canada;
1.1.4. “Capitalization” means the total value of a company's issued shares plus the value associated with instruments which can be converted into shares. For publicly traded companies, this is equal to the total number of issued shares multiplied by the market price plus the equity portion of any derivative instrument according to Canadian generally accepted accounting principles. For privately held companies, this is equal to the total number of issued shares multiplied by the most recent price at which they were sold plus the equity portion of any derivative instrument according to Canadian generally accepted accounting principles;
1.1.5. “Commercialization Activity” means a process through which economic value is extracted from knowledge through the production and sale of new or significantly improved goods and services. It can also include advertising, sales promotion and other marketing activities. Specific commercialization activities consist of: business and market planning; project feasibility studies; identifying customer needs; market engagement and testing; profitability analysis and financing; and, launch advertising;
1.1.6. “Commitment” means the Contractor’s specific undertakings related to its Value Proposition (VP) Commitments, its Plans and its Transactions, as referenced in Annex A; Page 3 of 53 Department of National Defence
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1.1.7. “Credit” means the amount attributed to a Transaction, measured in Canadian content value (CCV), that has been achieved in whole or in part, as confirmed by written notice from the ITB Authority. All Transactions are subject to annual reporting and verification before Credit is awarded;
1.1.8. “Defence Sector” means businesses engaged in the manufacture and delivery of products and services for use in government defence and security applications including but not limited to troop support. Annex E contains a detailed definition of troop support;
1.1.9. “Designated Regions of Canada” means the following regions which have been designated by the government of Canada for socio-economic purposes: the Atlantic Region (consisting of the provinces of Newfoundland and Labrador, Prince Edward Island, New Brunswick and Nova Scotia); the Quebec Region (consisting of the province of Quebec); the Northern Ontario Region (consisting of that part of the province of Ontario north of and including Nipissing and Parry Sound Districts); the Southern Ontario Region (consisting of that part of the province of Ontario south of Nipissing and Parry Sound Districts); the Western Region (consisting of the provinces of Manitoba, Alberta, Saskatchewan, and British Columbia); and, the Northern Region (consisting of the territories of Yukon, Northwest Territories and Nunavut);
1.1.10. “Direct Transaction” means a Transaction that is entered into for the performance of any part of the Work under this Contract (as detailed in Annex A – OCFC2 Statement of Work);
1.1.11. “Eligible Donor” means the parent corporation of the Contractor, and all of the parent’s subsidiaries, divisions and subdivisions; and, the Contractor’s Tier-One suppliers related to the performance of the Work under this Contract, their respective parent corporations and all of the parent’s subsidiaries, divisions and subdivisions.
1.1.12. “Firm Line Item Unit Cost” or “LIUC” means the LIUCs for each of the Contract line items, in Canadian funds for the first year of the Contract, Delivered Duty Paid, (Incoterms 2000), transportation costs extra, Goods and Services Tax, Harmonized Sales Tax and Quebec Sales Tax are extra. Canadian Customs Duties, where applicable, sales, excise and other and similar taxes levied, assessed or imposed under any legal jurisdictions in respect of anything to be furnished, sold or delivered by the Contractor pursuant to the Contract; all export and import licenses, permits where applicable; and any other related costs must be included in the LIUC. The Contractor’s Indirect Cost must not be included in the LIUC.
The LIUCs (increases or decreases) will be adjusted in accordance with Statistics Page 4 of 53 Department of National Defence
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Canada's average Consumer Price Index (all items) for municipalities in Canada, with the municipality closest to the Contractor’s area of operations used for this purpose. The adjustment will be made annually, based on the average of the CPI of the most recently reported twelve-month period using the LIUC of the previous year. Every five years, when the LIUC is renegotiated, the CPI adjustment will not be applied.
1.1.13. “Grouped Transaction” means a Direct Transaction that has more than one recipient. Grouped Transactions will only include activities involving Canadian suppliers with similar characteristics of product, size and/or region, specify regional and Small and Medium Business content, and will have a total Canadian content value (CCV) of not more than 10 percent of the Obligation contained in Article 2.1.1;
1.1.14. “Indirect Transaction” means a Transaction that is entered into for a business activity not related to the performance of any part of the Work under this Contract.
1.1.15. “In-Kind Valuation” means a valuation report provided by a qualified party who possesses a professional designation related to business valuation, financial accounting, chartered accounting or similar area of expertise. Valuation reports will be detailed and contain a statement from the qualified party regarding its expertise and adherence with the standards of its professional designation. The Contractor or Eligible Donor will assume all costs associated with obtaining the In-Kind Valuation report;
1.1.16. “Intellectual Property” or “IP” means for the purpose of these Terms and Conditions, all patents, inventions, trade-marks, copyrights, industrial designs, trade secrets, technical information and other intellectual property belonging to or licensed to a company;
1.1.17. “ITB Authority” means the Minister of Innovation, Science and Economic Development or any other person designated by that Minister to act on the Minister's behalf. The ITB Authority is responsible for evaluating, accepting, monitoring, verifying and crediting ITB, and for assessing the Contractor's ITB performance under these Terms and Conditions;
1.1.18. “Obligation” means each of the contractual Obligations that the Contractor must meet, as set forth in Article 2, which are collectively referred to as the Obligations;
1.1.19. “Over-achievement” means the amount by which the Contractor's Credits, awarded on a Transaction during the Achievement Period, are greater than the Commitment for that Transaction; Page 5 of 53 Department of National Defence
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1.1.20. “Plans” means the Plans prepared by the Contractor: the company business plan, the ITB management plan, the regional development plan, and the small and medium business development plan, all dated XXX and all bearing reference number W8486-137549;
1.1.21. “Post-Secondary Institution” means an institution or other organizational entity in Canada involved in developing and delivering formal education activities and in awarding academic credentials to people for whom the normal entrance requirement is high school completion. The institution should be available to the general public, be recognized by a province or the Canada Student Loans Program, and offer programs leading to degrees and diplomas that are recognized by the academic community in Canada;
1.1.22. “Proposal” means the proposal submitted by the Contractor on (date) bearing reference number W8486-137549;
1.1.23. “Public Research Institution” means a federal or provincial organization in Canada that: is engaged in research, research training and related activities in Canada; has as its primary goals the conduct of research, peer review, and the dissemination of results by way of publication, technology transfer or training; and, is funded primarily from public resources and has established processes, systems, procedures and controls in place to ensure achievement of public objectives;
1.1.24. “Reporting Period” means each twelve month period within the Achievement Period upon which the Contractor’s annual reporting will be based. Notwithstanding the forgoing, the first Reporting Period may include more than 12 months in that it commences on the first day of the Achievement Period and ends on the last day of the twelfth month after the Effective Date of the Contract. Subsequent Reporting Periods (Period 2, 3, etc) will follow in consecutive twelve month periods until the end of the Achievement Period;
1.1.25. “Research and Development (R&D) Activity” means a scientific investigation that explores the development of new goods and services, new inputs into production, new methods of producing goods and services, or new ways of operating and managing organizations. Specific R&D Activities consist of: standard test/measurement/analysis; test/measurement/analysis report; specific thermo-mechanical analysis methodology development projects; product/process design/engineering; customized product/process/ technology development project; related evaluation and feasibility studies; applied research projects for new product concepts, new technology platforms and new test/measurement/analysis; basic scientific research for creating better understanding and insights in new phenomena; research to advance scientific knowledge with or without a specific Page 6 of 53 Department of National Defence
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practical application in view; and, support work in engineering, design, operations research, mathematical analysis, computer programming, data collection, testing or research;
1.1.26. “Semi-processed Goods” means goods converted from their natural state of a raw material through the use of a specialized process into a state of readiness for use or assembly into a final product;
1.1.27. “Shortfall” means the amount by which the Contractor’s Credits, awarded on a Transaction during the Achievement Period, are less than the original value in the Commitment;
1.1.28. “Small and Medium Business” or “SMB” means a Canadian Company with fewer than 250 full-time personnel as of the date of entering into a Transaction. Agents and distributors of foreign goods and services, as well as subsidiaries of the Contractor or an Eligible Donor on any contract with IRB/ITB obligations, do not qualify as SMB;
1.1.29. “Supplier Development” means the Contractor or an Eligible Donor undertaking Transactions with Canadian Companies that are not part of its parent corporation or related subsidiaries;
1.1.30. “Tier One Supplier” means a company that performs a specific portion of the Work under this Contract directly for the Contractor, but excludes companies supplying commodities to the Contractor for OCFC2;
1.1.31. “Transaction” means a commercial or business activity that is carried out by means of a contract, sales agreement, license agreement, letter of agreement or other similar instrument in writing, and which has an identified dollar value. A Transaction meets all eligibility criteria, aligns with these Terms and Conditions with respect to valuation and Transaction types, and has been formally accepted as such in writing by the ITB Authority; and,
1.1.32. “Value Proposition” or “VP” means the portion of Commitments and Transactions, along with any other information, which was submitted in the Proposal at the time of the bid.
1.1.33. “World Product Mandate” means a purchase of goods or services from a Canadian Company where there is a long term supplier relationship between the Contractor or an Eligible Donor and the Canadian Company, pursuant to which the Canadian Company has been legally authorized to carry out and has sole responsibility for specific activities, including the design, development, manufacture and marketing related to the supply of products, components, modules or services destined for domestic and world markets. Page 7 of 53 Department of National Defence
Annex E to OCFC2 Draft RFP
2. STATEMENT OF OBLIGATIONS
2.1. The Contractor will by the end of the Achievement Period:
2.1.1. Achieve 100 percent (or the total value of all Transactions identified in the Contractor’s Proposal, whichever is higher) of the costs paid out by the Crown less the cumulative amount for all Line Item Unit Cost (LIUC) in CCV as Transactions, as specified in Annex A.
2.1.2. Achieve the following Value Proposition Obligations:
2.1.2.1. Achieve not less than xx percent of the costs paid out by the Crown less the cumulative amount for all LIUC, including all contract option years, (to be inserted from the Contractor’s Proposal and/or not less than 70 percent) as Transactions involving Direct Transactions;
2.1.2.2. Achieve not less than xx percent of the costs paid out by the Crown less the cumulative amount for all LIUC, including all contract option years, (to be inserted from the Contractor’s Proposal) as Transactions involving Research and Development activities in Canada internal to the Contractor;
2.1.2.3. Achieve not less than xx percent of the costs paid out by the Crown less the cumulative amount for all LIUC, including all contract option years, (to be inserted from the Contractor’s Proposal) as Transactions involving Research and Development with industry within the apparel, textile and/or footwear sectors;
2.1.2.4. Achieve not less than xx percent of the costs paid out by the Crown less the cumulative amount for all LIUC, including all contract option years, (to be inserted from the Contractor’s Proposal) as Transactions involving Research and Development with Post-Secondary Institutions and Public Research Institutions within the apparel, textile and/or footwear sectors;
2.1.2.5. Achieve not less than the Canadian content levels for each grouping of commodities listed below, measured using the modified rules of origin or the NAFTA rules of origin (the reference to “territory” in the NAFTA rules of origin is to be replaced with “Canada”):
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Group 1 – CADPAT Apparel: modified rule of origin for Apparel: XX percent (to be inserted from the Contractor’s Proposal and not less than 80 percent); and, modified rule of origin for Textiles: XX percent (to be inserted from the Contractor’s Proposal and not less than 80 percent).
Group 2 – Non-CADPAT Apparel: modified rule of origin for Apparel: XX percent (to be inserted from the Contractor’s Proposal and not less than 80 percent); and, modified rule of origin for Textiles: XX percent (to be inserted from the Contractor’s Proposal and not less than 60 percent).
Group 3 – Badges, Nameplates and Insignias: NAFTA rule of origin: XX percent (to be inserted from the Contractor’s Proposal and not less than 95 percent).
Group 4 – Footwear: NAFTA rule of origin: XX percent (to be inserted from the Contractor’s Proposal and not less than 80 percent).
Group 5 – Soldiers Personnel Equipment: NAFTA rule of origin: XX percent (to be inserted from the Contractor’s Proposal and not less than 70 percent).
2.1.2.6. Maintain the capacity to export conditions set out in the Contractor’s international export strategy in Annex A.
2.1.3. Achieve Transactions in the Designated Regions of Canada, as specified in Annex A and representing no less than the following:
[Note: Percentages below are calculated based on: CCV of Transactions identified in Proposal, divided by the ITB bid evaluation amount of $30,000,000 at the time of contract award. The percentages will not change over the life of the contract, but their corresponding dollar value may change if there are changes to the costs paid out by the Crown less the cumulative amount for all LIUC.]
2.1.3.1. Atlantic Region: xx percent; 2.1.3.2. Quebec Region: xx percent; 2.1.3.3. Northern Ontario Region: xx percent; 2.1.3.4. Southern Ontario Region: xx percent; 2.1.3.5. Western Region: xx percent; and 2.1.3.6. Northern Region: xx percent.
2.1.4. Achieve not less than 15 percent of the costs paid out by the Crown less the Page 9 of 53 Department of National Defence
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cumulative amount for all LIUC or the CCV of SMB Transactions identified in Proposal, whichever is higher in CCV for Small and Medium Business development Transactions, as specified in Annex A.
2.1.5. Submit to the ITB Authority proposed new transactions along the following timeline:
2.1.5.1. At three (3) years following the Effective Date of Contract, such that the cumulative total of Transactions is not less than 90 percent of the costs paid out by the Crown less the cumulative amount for all LIUC, including any contract options, measured in CCV;
2.1.5.2. From year four (4) following the Effective Date of Contract and until the end of the contract period, such that the cumulative total of Transactions is not less than 90 percent of the costs paid out by the Crown less the cumulative amount for all LIUC, including any contract options, measured in CCV.
2.1.6. Achieve Credits along the following timeline:
2.1.6.1. By the end of Reporting Period 2, the cumulative total of Credits is valued at no less than 30 percent of the costs paid out by the Crown less the cumulative amount for all LIUC;
2.1.6.2. By the end of Reporting Period 4, the cumulative total of Credits is valued at no less than 60 percent of the costs paid out by the Crown less the cumulative amount for all LIUC;
2.1.6.3. By the end of Reporting Period 5, the cumulative total of Credits is valued at no less than 70 percent of the costs paid out by the Crown less the cumulative amount for all LIUC;
2.1.6.4. By the end of Reporting Period 6 and for each additional contract option year following the Effective Date of Contract, the cumulative total of Credits is valued at no less than 80 percent of the costs paid out by the Crown less the cumulative amount for all LIUC;
2.1.6.5. By the end of the Achievement Period, the cumulative total of Credits is valued at no less than 100 percent of the costs paid out by the Crown less the cumulative amount for all LIUC.
2.1.7. Achieve Credits related to Value Proposition Obligations for Direct Transactions along the following timeline:
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2.1.7.1. By the end of Reporting Period 2, the cumulative total of Direct Transactions is valued at no less than 30 percent of the Obligation in 2.1.2.1. ;
2.1.7.2. By the end of Reporting Period 4, the cumulative total of Direct Transactions is valued at no less than 60 percent of the Obligation in 2.1.2.1. ;
2.1.7.3. By the end of Reporting Period 6 and if exercised, additional contract option years 8, 10, 12, 14, 16 and 18, the cumulative total of Direct Transactions is valued at no less than 80 percent of the Obligation in 2.1.2.1.
2.1.7.4. By the end of the Achievement Period, the cumulative total of Direct Transactions is valued at no less than 100 percent the Obligation in 2.1.2.1. 2.1.8. Achieve Credits related to Value Proposition Obligations for Research and Development . along the following timeline:
2.1.8.1. By the end of Reporting Period 2, the cumulative total of Research and Development Transactions is valued at no less than 30 percent of the Obligations in 2.1.2.2. to 2.1.2.4;
2.1.8.2. By the end of Reporting Period 4, the cumulative total of Research and Development Transactions is valued at no less than 60 percent of the Obligations in 2.1.2.2. to 2.1.2.4 ;
2.1.8.3. By the end of Reporting Period 6 and if exercised, additional contract option years 8, 10, 12, 14, 16 and 18, the cumulative total of Research and Development Transactions is valued at no less than 80 percent of the Obligations in 2.1.2.2. to 2.1.2.4;
2.1.8.4. By the end of the Achievement Period, the cumulative total of Research and Development Transactions is valued at no less than 100 percent the Obligation in 2.1.2.2. to 2.1.2.4. 2.1.9. Carry out each and every Transaction as set out in the Transaction list attached at Annex A.
2.2. The Contractor will submit to the ITB Authority, through the Contracting Authority, annual reports describing the performance achieved during each Reporting Periods. These reports will be submitted sixty (60) calendar days after the end of each annual Reporting Period. The Contractor will use the format and electronic template provided by the ITB Authority, as outlined in Article 3 (Annual Reporting).
2.2.1. As evidence of the Contractor’s achievement of its Obligations and compliance with the Lobbying Act, the Contractor will provide, appended to the annual report,
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a certificate of compliance, in the form provided in Annex B, signed by the senior company Comptroller in respect of the Transactions and activities for which there was activity in that Reporting Period. This certificate of compliance also applies to those achievements and activities of Eligible Donors.
3. ANNUAL REPORTING
3.1. Each annual report will consist of five parts, as outlined below, using the template attached in Annex B.
3.1.1. Part A must include:
3.1.1.1. Overview and status of the work on the Project: A high level overview of the work performed on the Project during the Reporting Period, including major highlights and schedule changes.
3.1.1.2. Monthly Payments: A list of all the monthly payment claims that have been submitted to the Contracting Authority for Work completed since the Effective Date of the Contract, broken down by Reporting Period and including the amount, date submitted and payment status.
3.1.1.3. Plans: A description of any substantive changes to the Plans, including changes to company ITB officials responsible for administering the Obligation.
3.1.1.4. Value Proposition Overview: A detailed overview of each of the Contractor’s VP Commitments, the related activities during the Reporting Period and a cumulative summary of the achievement status of each. An update on the international export strategy, including details on the achievement of export Transactions and documentation demonstrating that the following five capacity to export conditions remain in place: :
Signing authorities to pursue international sales from Canada; Access to Intellectual Property rights needed to export from Canada; Exclusive authority to export the product/service outside of Canada; A management team in place to pursue international sales from Canada; and,
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Human and financial resources set aside and in use to pursue international market opportunities from Canada.
Failure to demonstrate evidence of this capacity may lead to the Contract being terminated for default pursuant to Article 29 – Default by the Contractor of the 2035 General Conditions.
3.1.2. Part B must include, for each Transaction being reported:
3.1.2.1. An update on any changes to details, such as the CCV percentage or recipient company contact information;
3.1.2.2. A description of significant achievements and activities, particularly those associated with Transactions involving multipliers; and
3.1.2.3. A description of any delays, problems or achievement Shortfalls, along with a plan of action to resolve them.
3.1.3. Part C must include, for each Transaction being reported:
3.1.3.1. The CCV of the achievements claimed for the current Reporting Period.
3.1.4. Part D must include, for each Transaction reported:
3.1.4.1. The CCV of the achievements claimed to date in all the Reporting Periods since the beginning of the Achievement Period.
3.1.5. Part E must include:
3.1.5.1. SMB and regional development activities: Overview and highlights of activities undertaken during the Reporting Period;
3.1.5.2. New, changed or cancelled Transactions: A list of Transactions which have been cancelled, added or substantially altered during the Reporting Period with the approval of the ITB Authority, and their status vis-à-vis Contract amendment; and
3.1.5.3. A certificate of compliance related to the Contractor’s achievements and compliance with the Lobbying Act, signed by the senior company comptroller in respect of the Transactions for which there was activity in that Reporting Period. This certificate of compliance also covers all Eligible Donors.
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3.1.6. Part F must include:
3.1.6.1. Certificate of Compliance and supporting documentation as outlined in Annex G.
4. CONTRACT PRICE CHANGES
4.1. In the event that the cost incurred by the Contractor less the cumulative amount for all LIUC is increased or decreased, the Contractor’s Obligations in Article 2.1 will correspondingly be either increased or decreased.
4.2. If the cost incurred by the Contractor less the cumulative amount for all LIUC increases after the third year following the Effective Date of the Contract, the Contractor will submit to the ITB Authority Transactions valued at 90 percent of the increase, measured in CCV, within one year of the date of the increase.
5. OVERACHIEVEMENT OF COMMITMENTS
5.1. The Contractor may achieve Credits for any Transaction in excess of its original value. When an Overachievement occurs, it may be applied against a Shortfall on another Transaction in this Contract or towards meeting the identification milestones in Article 2, as long as the relevant regional, SMB and VP Commitments are achieved. Applying an Overachievement requires the prior written approval of the ITB Authority.
6. TRANSACTION TYPES
6.1. Transactions may be Direct Transactions or Indirect Transactions.
6.2. Transactions may involve the purchase of goods or services from a Canadian supplier. These Transactions are valued for Credit by calculating the CCV of the purchases, in accordance with Article 8.
6.2.1. SMB Transactions: A Transaction where an SMB is the recipient, and the SMB’s product or service has a CCV of at least seventy (70) percent of the gross value of the Transaction, will have its Credit awarded as follows:
6.2.1.1. the portion of the Transaction’s CCV that is equal to or less than $1,000,000 will be deemed to have 100 percent CCV for reporting and verification purposes;
6.2.1.2. any portion of the Transaction’s CCV that is over $1,000,000 will use the actual CCV as calculated using Article 8.
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6.2.2. World Product Mandate: A Transaction that involves the purchase of goods or services will be considered a World Product Mandate when it involves a long term supplier relationship between the Contractor or an Eligible Donor and a Canadian Company, pursuant to which the Canadian Company has been legally authorized to carry out and has sole responsibility for specific activities, including the design, development, Intellectual Property, manufacture and/or marketing related to the supply of products, components, modules or services destined for domestic and world markets.
6.2.2.1. When an Indirect Transaction involves such a world product mandate, and where the CCV of the product is verified to be seventy (70) percent or greater of the gross value of a Transaction, the CCV will be deemed to be 100 percent for reporting and verification purposes.
6.3. Transactions may also involve Allowable Investments within Canada.
6.3.1. The full CCV of any Allowable Investment Transaction, including both the initial investment and any multiplied or future sales Credits, are part of the Obligations. If the Contractor fails to achieve Allowable Investment Transaction, the full CCV of this Obligation at the multiplied value will be made up with other Transactions, as detailed in Article 14, Transaction alterations.
6.3.2. The specific requirements and Credit valuation approaches for different types of Allowable Investment Transactions are outlined below.
6.3.3. Post-Secondary and Public Research Institution Transactions
6.3.3.1. A Transaction involving a contribution to a Post-Secondary or Public Research Institution will receive a Credit multiplier of five (5) if it involves: a cash contribution to a Post-Secondary Institution for research or the establishment of research chairs; a contribution to advanced technology skill development at a Post-Secondary Institution; or, collaborative research undertaken with a Public Research Institution.
6.3.4. Consortium Transactions
6.3.4.1. A Transaction may involve an Allowable Investment to a consortium, which meets the following membership criteria:
the Contractor or an Eligible Donor; a minimum of one (1) Canadian Company, and; a minimum of one (1) Post-Secondary Institution or Public Research Institution.
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6.3.4.2. Valuation for Credit purposes:
An initial value will be calculated, and will be the sum of the following:
- the value of cash contributions from the Contractor or an Eligible Donor to the consortium; and, the value of cash contributions from other consortium members, up to a maximum value equal to that of the contribution of the Contractor or Eligible Donor, which have been leveraged by the Contractor’s or Eligible Donor participation in the consortium. The Contractor or Eligible Donor will demonstrate how its involvement contributed to the contributions of the other consortium members.
Once the initial value is established, it will be multiplied by five(5).
The value of any in-kind contributions would then be added, based on an In-Kind Valuation. In-kind contributions to a consortium are not eligible for the Credit multiplier.
The following will not be eligible for Credit:
- Any contribution made to the consortium by Post-Secondary Institutions or Public Research Institutions; and - Any contribution made directly into the consortium by any level of government.
6.3.4.3. Other Criteria
The combined total investment of non-Canadian Companies in the consortium will not exceed fifty (50) percent of the total investment in the consortium.
In cases where an Eligible Donor participates in the same consortium as the Contractor, separate Transaction sheets will be submitted that describe the Contractor’s and the Eligible Donor’s individual contributions to the consortium. The Contractor and the Eligible Donor may only claim the Credits associated with the contributions that each has made or leveraged into the consortium.
6.3.5. Investment framework (IF) Transactions
6.3.5.1. A Transaction may involve a long-term and innovation-related contribution made directly to a Canadian SMB. IF Transactions will meet the following Page 16 of 53 Department of National Defence
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criteria:
must be linked to Research and Development (R&D) Activities and/or Commercialization Activities in Canada;
must be undertaken by the Contractor or an Eligible Donor with a Canadian SMB. For the purposes of the IF Transaction, the Eligible Donor and recipient cannot be the same company;
must meet the Transaction eligibility criteria, as outlined in Article 7;
must be an Allowable Investment;
must have a duration of at least five (5) continuous years, beginning at the date the investment is made; and,
A business plan must be submitted to the ITB Authority, substantially in the form attached in Annex D.
6.3.5.2. Credit valuation:
Allowable Investments made in cash will be valued based on the actual amount of money that has been invested. In-kind investments will be subject to an In-Kind Valuation.
The following Credit multipliers will be applied to the value of the Allowable Investment:
- Cash for R&D Activities; or, license for IP – nine (9) - Cash to purchase, or in-kind transfer of, equipment – seven (7) - In-kind transfer of knowledge and/or marketing/sales support – four (4)
The total issued Credits associated with an IF Transaction will not exceed twenty-five (25) percent of the Obligation, specified in Article 2.1.1 in this Contract.
6.3.5.3. Timeline for Credit award:
50 percent of Credits will be awarded once the Allowable Investment is made according to the business plan, then reported to and verified by the ITB Authority. The remaining 50 percent of Credits will be apportioned over the remaining years of the Transaction, as annual reporting requirements are achieved. Page 17 of 53 Department of National Defence
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The entire investment must remain with the SMB for at least five (5) continuous years and be used for the purposes outlined in the business plan in order for Credit to be awarded each year.
6.3.6. General investments
6.3.6.1. Transactions may take the form of a general Allowable Investment to a Canadian Company.
6.3.6.2. Valuation for Credit purposes:
Credit is based on the CCV of future sales achieved by the recipient company as a result of the Allowable Investment.
Eligible future sales are limited to : work that is not associated with this Contract; and, work that is not counted for Industrial and Regional Benefits (IRB) or ITB credit on any other contract or agreement.
Eligible future sales will be pro-rated, by multiplying the resulting future sales by the ratio of the Contractor’s Allowable Investment in the recipient, relative to either: i) the recipient’s Capitalization at the time the investment was made (in cases of purchase of non- controlling shares); or ii) the combined total contributions made by all parties in the activity (in all other cases).
In the case of a cash Allowable Investment, the value of the Allowable Investment itself will also be credited, once the recipient’s future sales achievement surpasses the amount of the Allowable Investment.
In the case of an in-kind Allowable Investment, the value of reasonable transfer costs , as determined by the ITB Authority, will be credited once the recipient’s future sales achievement surpasses the amount of the costs. Reasonable transfer costs include training and infrastructure set-up to exploit the technology. The value of the in-kind Allowable Investment itself will not be credited.
6.3.6.3. The Allowable Investment will remain placed with the Canadian Company for a minimum of three (3) years, starting from the date the investment is placed with the recipient. Failure to do so will result in the immediate deduction of all Credits for the Transaction.
6.3.6.4. The capital associated with the purchase of a Canadian Company that is
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considered a “going concern” is not an Allowable Investment for ITB Credit. If the investment is for a Canadian Company that is insolvent, or has initiated, or had initiated in respect of it, any proceeding seeking relief under any bankruptcy or insolvency law, or similar law affecting creditors rights, then the investment can be considered for ITB purposes.
6.3.6.5. General Allowable Investments will be assessed as to whether they:
help provide a capability that does not already exist in Canada; develop joint ventures with Canadian Companies that contribute to their long-term viability and increase sales; and, do not result in overcapacity, shutdowns of existing companies or losses of prospective sales by existing companies in Canada.
6.3.6.6. In-kind contributions related to technology and skills transfer will involve technology and skills that are proprietary, current, complete and exploitable, with all required permits and assistance, sufficient to allow the Canadian recipient to participate in the design, development and manufacture of products or processes and exploit domestic and foreign markets. The Contractor or an Eligible Donor will make available, upon request by the ITB Authority, any licensing agreement with the Canadian recipient.
6.3.7. Venture Capital Fund (VCF) Transactions
6.3.7.1. VCF Transactions involve those instances where the Contractor or an Eligible Donor provides funds to a VCF. A VCF is a pooled group of investments directed at assisting the growth of Canadian small businesses and is managed by an unrelated third party.
6.3.7.2. VCF criteria:
A VCF is any organization which manages investments, such as but not limited to banks, trust companies, venture capital funds, and investment companies. A VCF must be both registered to do business as such and managed in Canada.
A high percentage of a chosen VCF’s investment activity will be with small businesses involved in the development, manufacture or commercialization of advanced technology products or services in one or more of the following sectors:
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- Advanced manufacturing; - Environment; - Information and communications technologies; and, - Aerospace and defence.
Small business recipients of the VCF investment will be privately held and have 50 employees or less in service based industries or 100 employees or less in manufacturing based industries at the commencement of the investment. In the event that a small business decides to make an initial public offering, no further Credit will be granted by the ITB Authority for that company within the VCF Transaction.
Initial investments by the VCF manager, including co-investments, in eligible small businesses will not exceed $1,000,000.
6.3.7.3. Valuation for Credit purposes:
The Credit multiplier for VCF investments is five (5). Credit may be claimed for the initial contribution once the Contractor or Eligible Donor deposits it to the VCF. Credit for the remaining multiples may be claimed when the VCF manager assigns the funds to a Canadian small business as defined above.
The VCF funds must remain placed with the Canadian recipient for a minimum of three (3) years, starting from the date the funds are placed. Failure to do so will result in the immediate deduction of all Credits for the Transaction.
The multiplied Credit related to VCF investments will not exceed 5 percent of the Obligation value in Article 2.1.1.
7. TRANSACTION ELIGIBILITY CRITERIA
7.1. Each proposed Transaction is assessed by the ITB Authority against all of the eligibility criteria outlined below:
7.1.1. Causality - each Transaction must be one which was brought about by either the Contractor or an Eligible Donor, due in part to a current or anticipated ITB or Industrial and Regional Benefit (IRB) obligation to Canada. It will not be one which probably would have been entered into if an Obligation had not existed or been anticipated. Causality may be demonstrated to a specific project or more broadly to a company’s obligations in general. Page 20 of 53 Department of National Defence
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7.1.1.1. The Contractor or an Eligible Donor must demonstrate causality by providing a detailed statement on causality using the space provided in the Transaction sheet template attached at Annex C. The statement will outline the steps and timelines involved in its decision about a business activity and clearly show the link between the steps and decision on that business activity and Canada’s IRB/ITB policy.
7.1.1.2. The Contractor or an Eligible Donors must also provide evidence that will certify causality, in support of its detailed statement referred to in Article 7.1.1.1. A certification template is found in Annex C.
7.1.2. Timing - Transactions will be implemented within the Achievement Period.
7.1.2.1. Transactions that are identified after the Effective Date of the Contract must only involve work occurring after the date that the Transaction was proposed to the ITB Authority.
7.1.3. Incrementality – Transactions will involve new work in Canada.
7.1.3.1. Should an Indirect Transaction involve the purchase of goods or services from an existing Canadian supplier to the Contractor or an Eligible Donor, the incremental method of calculating the Credits will apply, as follows:
O A three-year average of previous purchases is calculated, based on the three years immediately preceding the date that the Transaction was proposed to the ITB Authority; and,
O Credit will be awarded only for the amounts which exceed the three year average, in each of the Reporting Periods.
7.1.3.2. The incremental method of calculation outlined in Article 7.1.3.1 does not apply in cases where the product or service being purchased in the Transaction:
O involves a Direct Transaction; o is substantially different than what was previously purchased; o involves a different end use (market sale, application, etc) for what was previously purchased; or, O follows a competitive process to re-select the Canadian supplier.
7.1.3.3. The Contractor or an Eligible Donors will demonstrate incrementality by providing a statement on incrementality for every proposed Indirect Transaction, using the template attached at Annex C. The Contractor or an
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Eligible Donors will also provide supporting evidence of incrementality as indicated in the template.
7.1.4. Eligible Donor - Transactions will be undertaken by the Contractor or an Eligible Donor as described below and named in this Contract.
7.1.4.1. For proposed Eligible Donors that are Canadian Companies with less than 500 employees, the Canadian Company will certify that it understands and has the capacity to undertake Obligations with respect to this Contract. Capacity includes factors such as: company size, product offerings, market conditions, corporate ownership, management processes, and level of Canadian content. A certification template is attached in Annex C. For Transactions proposed after the Effective Date of the Contract, the Contractor must clearly demonstrate that the Canadian Company has the capacity to undertake ITB Obligations with respect to this Contract and the ITB Authority may seek additional information confirming Canadian Company capacity.
7.1.4.2. The Contractor, and not the Eligible Donor, will be fully responsible to Canada for all Obligations related to this Contract, regardless of any subcontracting arrangements with Eligible Donors.
7.1.4.3. The Contractor shall include in the subcontract with each Eligible Donor the consents, authorities and approvals that it requires to meet its obligations under these Terms and Conditions.
7.1.4.4. A list of approved Eligible Donors for the Contract is found in Article 22.
7.1.5. Other Eligibility Criteria –
7.1.5.1. Transaction Recipient – Transactions will have one recipient company, unless it is a Grouped Transaction. Government organizations cannot be recipients, unless it is a Public Research Institution.
7.1.5.2. Level of Technology – Indirect Transactions will involve a level of technology that is the same or higher than that of the Project, with applications in Canadian advanced technology industries.
7.1.5.3. CCV – Indirect Transactions will have a CCV of no less than 30 percent of the total value of the Transaction.
7.1.5.4. Alignment with policy features – Transactions will comply with any specific
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criteria and valuation features outlined within these Terms and Conditions.
7.2. The ITB Authority will assess eligibility prior to a proposed Transaction becoming an Obligation in the Contract. Contractors should note that all Transactions are subject to annual reporting and verification before Credits are confirmed.
7.3. Failure to provide the information and certifications outlined in the above articles may result in a proposed Transaction being rejected. Further, the provision of this information and certification should not be seen as limiting the discretion of the ITB Authority in any decisions related to the eligibility of proposed Transactions.
8. CANADIAN CONTENT VALUE (CCV)
8.1. CCV is that portion of the value of a product or service that involves Canadian costs. For the purposes of valuing Transactions and their associated Credits, only the CCV of a Canadian Company’s product or service is counted. The CCV of a Transaction is determined by using either the net selling price method or the cost aggregate method.
8.1.1. Net selling price method: This method is used when a product or service included in a Transaction has a substantiated selling price. This method of calculating CCV is as follows:
8.1.1.1. Begin with the total selling price of the product or service;
8.1.1.2. Minus the applicable customs duties, excise taxes, Goods and Services Taxes (GST), Harmonized Sales Taxes (HST) and all provincial sales taxes; and,
8.1.1.3. Minus any ineligible costs, as detailed in Article 8.2.
8.1.1.4. The remaining value is the CCV.
8.1.2. Cost aggregate method: This method is used where a product or service contained in a Transaction cannot be assigned a substantiated selling price (i.e. in-house production). This method of calculating CCV is the aggregate of the following items:
8.1.2.1. the cost of parts produced in Canada and the cost of materials, to the extent that they are of Canadian origin, that are incorporated in the product in the factory of the manufacturer in Canada;
8.1.2.2. the cost of parts or materials of Canadian origin, in that they have been exported from Canada and subsequently imported into Canada as parts or
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finished goods;
8.1.2.3. transportation costs, including insurance charges, incurred in transporting parts and materials from a Canadian supplier or frontier port of entry to the factory of the manufacturer in Canada for incorporation in the product, to the extent that such costs are not included in the foregoing paragraph; and
8.1.2.4. such part of the following costs, as are reasonably attributable to the production or implementation of the product, service or activity:
wages and salaries paid for direct and indirect production and non- production labour, paid to employees residing and working in Canada, who are Canadians or permanent residents, as defined in the Immigration and Refugee Protection Act 2001, c.27;
materials used in the work but not incorporated in the final products;
utilities, such as light, heat, power and water;
workers compensation, employment insurance and group insurance premiums, pension contributions and similar expenses incurred with respect to wages and salaries of Canadians or permanent residents referred to above;
taxes on land and buildings in Canada;
fire and other insurance premiums relative to the production plant, its equipment and production inventories, paid to a company authorized by the laws of Canada or any province to carry on business in Canada or such province;
rental for factory or office premises in Canada paid to a registered owner in Canada;
maintenance and repairs that are executed in Canada to buildings, machinery and equipment used for production purposes;
tools, dies, jigs, fixtures and other similar plant equipment items of a non-permanent nature that have been designed, developed or manufactured in Canada;
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miscellaneous factory and office expenses, such as: administrative and general expenses; depreciation with respect to production machinery and permanent plant equipment and the installation costs of such machinery and equipment; and, a capital allowance not exceeding five (5) percent of the total capital outlay incurred for buildings in Canada owned by the producer of the work;
personal travel expenses, including Canadian carriers, accommodations and meals, for travel by Canadians or permanent residents associated with Direct Transactions in the Contract;
fees paid for services performed by Canadians or permanent residents in Canada not elsewhere specified; and
pre-tax net profit upon which Canadian taxes are paid or are payable.
8.2. Costs or business activities that are ineligible for Credit:
8.2.1. the value of materials, labour and services imported into Canada;
8.2.2. in the case of an Indirect Transaction, the value of raw materials and Semi- processed Goods exported from Canada;
8.2.3. the value of any remuneration, living costs, travel expenses and relocation costs paid to non-Canadians for work on the Project;
8.2.4. the amount of all Excise Taxes, Import Duties, Federal and Provincial Sales Taxes, Goods and Services Taxes, Harmonized Sales Taxes and other duties;
8.2.5. the value of any royalties and license fees paid by the Contractor or an Eligible Donor to a person, company or entity outside of Canada;
8.2.6. the value of goods and services with respect to which Credits have been received or are being claimed by the Contractor or an Eligible Donors as a Transaction to Canada under any other obligation or agreement;
8.2.7. any proposal or bid preparations costs;
8.2.8. all transportation or travel costs not covered under Articles 8.1.2.3 or 8.1.2.4;
8.2.9. government furnished equipment (equipment supplied by Canada to be used in the production process; for example, tooling, jigs, dies, production equipment);
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8.2.10. license fees paid by the Canadian recipient and any on-going royalty payments;
8.2.11. Transactions claimed by a Contractor that pertain to its influence or that of another Eligible Donor over any country’s purchasing agent/department;
8.2.12. interest costs associated with letters of credit or other financial instruments to support Transactions;
8.2.13. fees paid to lobbyists (as per the Lobbying Act); and
8.2.14. fees paid to third-party consultants or agents for work related to obtaining Credit against this Contract. This includes, but is not limited to: providing advice on the ITB/IRB policy; preparation of proposed Transactions and/or reports; representing the interests of the Contractor to the ITB Authority; and/or searching for potential recipient companies.
9. STRATEGIC PLANS
9.1 Contractors are encouraged to address their ITB obligations in a strategic manner, considering how the Contractor’s broad corporate plans and vision for Canada might translate in Transactions.
9.2 At the discretion of the ITB Authority, Contractors that hold IRB/ITB obligations in Canada may be asked to submit a strategic plan to the ITB Authority and to meet to review, discuss and/or update it.
9.3 The Contractor’s strategic plan should include:
9.3.1 A description of the Contractor’s broad corporate plans and overarching strategic vision for Canada over the medium-term (3-5 years) and long-term (5+ years);
9.3.2 How these corporate plans and vision may translate into Transactions;
9.3.3 An overview of the Contractor’s current and anticipated obligations to Canada; and,
9.3.4 ITB partnerships with Eligible Donors and major suppliers.
10. POOLING
10.1. Pooling refers to the act of splitting the Credits achieved on a single Transaction and applying each portion to one of two or more ITB or IRB obligations.
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10.2. Pooled Transactions must meet the following criteria:
10.2.1. meet all of the Transaction eligibility criteria as described in Article 7;
10.2.2. have a value of not less than $50 million, measured in CCV; and
10.2.3. have strategic and long term impacts on the Recipient, including but not limited to: R&D support; first purchase of innovative Canadian technologies; world product mandate; global value chain activities; consortia activities; Small and Medium Business activities; and/or technology advancement.
10.3. The Contractor must describe and document how any proposed Transaction for pooling meets the criteria in Article 10.2.
10.4. A portion of a pooled Transaction may be applied to this Contract. The Contractor will report on the pooled Transaction through the annual reporting process and schedule agreed to with the ITB Authority at the time of pooled Transaction approval.
10.5. If a portion of a pooled Transaction originates in the bank and Credits have already been confirmed, the value of those Credits will transfer to this Contract, if the Eligible Donor criterion is met. In addition, any uncredited Transaction value, measured in CCV, will also be transferred to the Contract and be subject to the annual reporting and verification processes and the remedies in these Terms and Conditions.
10.6. Pooling guidelines are available on the ITB Website (www.ic.gc.ca/itb).
11. BANKING
11.1. The Contractor may apply bank transactions to this Contract up to a total value of 50 percent of the Obligation cited in Article 2.1.1, measured in CCV.
11.2. Any bank transaction applied to this Contract, or portion thereof, will clearly state that it originated from the bank and be the same in description and details as the approved bank transaction. The bank transaction must meet the Eligible Donor criteria outlined in Article 7.1.4.
11.3. The Contractor may submit bank Overachievements to the bank arising from Transactions in this Contract. For the purposes of banking, a bank Overachievement is the amount of Credit achieved that exceeds the Obligation in Article 2.1.1 and where the Contractor has:
11.3.1. completed its Obligations in Articles 2.1.1. to 2.1.3. on the Contract early, before the end of the Achievement Period;
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11.3.2. elected to continue business activities on selected Transactions and to continue its annual reporting process until the end of the Achievement Period; and,
11.3.3. applied to bank, within one (1) year after the final notification of Credits from the ITB Authority, those overachieved portions of the selected Transactions.
11.3.4. The Contractor may apply to bank only those bank Overachievements that:
11.3.4.1. Were achieved between the date of early completion of the Obligations and the end date of the Achievement Period.
11.3.4.2. Reflect the achievement of all portions of a pooled Transaction (if applicable).
11.4. With respect to any bank transaction involving a bank Overachievement, the bank account holder is deemed to be the Donor for the purposes of assessing the Eligible Donor criteria.
11.5. A bank transaction involving a bank Overachievement, or any portion thereof, is not eligible to be re-banked at a later date as part of a subsequent bank Overachievement.
11.6. Trading and/or transfer between companies of bank transactions is not permitted.
11.7. Banking guidelines are available on the ITB Website (www.ic.gc.ca/itb).
12. PUBLIC COMMUNICATIONS
12.1. The Contractor, the Eligible Donors and/or recipients are encouraged to be as transparent as possible regarding their Obligations, Commitments and specific Transactions, making them publicly available whenever possible.
12.2. The Contractor and the ITB Authority will jointly coordinate public communications related to the Transactions. The two parties will also collaborate to identify success stories associated with specific Transactions.
12.3. The Contractor consents to public announcements regarding the Project, made by or on behalf of the ITB Authority, which are related to Obligations, Commitments and Transactions. These announcements would include company names, general descriptions of the work being proposed and approximations of CCV. In these cases, the ITB Authority will make all reasonable efforts to ensure that the Contractor has the opportunity to participate in the announcement and/or the preparation of any related materials. The Contractor will obtain a similar consent from each of the Eligible Donors
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and recipients.
12.4. The Contractor consents to allow the ITB Authority to publish and openly disclose the Contractor’s track record in fulfilling its Obligations, in a manner that respects commercial confidentiality.
12.5. For all other public communications regarding the Transactions, drafts of announcements and their publication schedule will be delivered by either party to the other as soon as is reasonably possible, but in any event prior to the proposed release date. Each party will make every effort to inform the other, and seek resolution of, any objections to the content or timing of a proposed announcement.
12.6. Nothing in this Article will be interpreted as preventing the fulfillment by any company involved in an Obligation or Transaction of its reporting obligations under applicable securities laws.
13. INFORMATION MANAGEMENT
13.1. It is understood and agreed that the Contractor will submit corporate and transactional business information to the ITB Authority in the implementation of these Terms and Conditions and/or through a strategic plan, some of which may contain information that is sensitive and confidential to the Contractor. The ITB Authority will ensure, to the best of its ability, that this information is protected, stored and used according to the Government of Canada’s information management and security guidelines.
13.2. The Contractor agrees that the overall, aggregate information related to Obligations, Transactions and Credits is considered by the ITB Authority to be information available to Parliament and the public.
13.3. Subject to all applicable federal laws and processes, such as the Access to Information Act, the Privacy Act and the Library and Archives of Canada Act, the ITB Authority will not release or disclose outside the Government of Canada any of the Contractor’s commercially confidential business information.
13.3.1. Data may be used by the ITB Authority for internal policy analysis purposes. Certain relevant information may also be shared, subject to applicable laws and processes, with other government organizations and agencies with whom the ITB Authority collaborates in the administration of the ITB policy.
14. TRANSACTION ALTERATIONS
14.1. The Contractor will not alter the Transactions listed in Annex A unless:
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14.1.1. the Contractor has submitted a proposal to the ITB Authority through the Contracting Authority, with respect to the alteration; and
14.1.2. the ITB Authority through the Contracting Authority has given written approval to the Contractor and requested the Contracting Authority to amend the Contract accordingly.
14.2. The Contractor may propose alterations to or substitutions for any of the Transaction(s) listed in Annex A, and the ITB Authority may accept these requests provided that in the judgment of the ITB Authority:
14.2.1. the circumstances requiring the change are exceptional and likely to result in undue hardship upon the Contractor if a change is not made;
14.2.2. the Obligations of these Terms and Conditions are maintained i.e. those related to overall ITB, VP, Regional and Small and Medium Business;
14.2.3. the proposed alterations or substitutions meet the eligibility criteria stated in these Terms and Conditions;
14.2.4. the proposed substitute Transaction is not less than the Transaction to be replaced as to the level of technological sophistication of the work to be performed, the CCV, and the extent to which it meets the original Proposal submitted by the Contractor in its bid submission. For greater clarity, a Transaction in one VP evaluation criteria area must be replaced by a new Transaction under the same VP evaluation criteria area; and,
14.2.5. the proposed substitute Transaction would not have lowered the Contractor’s VP score as determined in the original selection process.
14.3. Mutual Abatement and Trading
14.3.1. Mutual Abatement is the reduction of the Contractor’s Obligation in exchange for the reduction of a Canadian Company’s obligations to a foreign offset authority and is not permitted. Trading of Obligations, or of Credits, is also not permitted.
15. VERIFICATION AND ACCESS TO RECORDS
15.1. The Contractor will implement the procedures and practices as described in the ITB Management Plan.
15.2. The Contractor will keep proper records and all documentation relating to the
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Transactions attached to this Contract, including invoices and proof of payments. The Contractor will not, without the prior written consent of the ITB Authority, dispose of any such records or documentation until the expiration of two (2) years after final payment under this Contract, until settlement of all outstanding claims and disputes, or the end of the Achievement Period, whichever is later.
15.3. All such records and documentation will, during the aforementioned retention period, be open to verification, inspection and examination by the ITB Authority, through access at reasonable times, and within sixty (60) calendar days of being notified by the ITB Authority. The Contractor will obtain similar undertakings in the subcontracts of all Eligible Donors and arrange for the same in respect of work performed by such Eligible Donors for which ITB Credits are claimed.
15.4. Where, subsequent to the verification action taken pursuant to this Article, the ITB Authority determines that the records are insufficient to verify the Contractor's achievements in respect of any ITB Obligation or Commitment, the Contractor will provide such additional information as may be required by the ITB Authority.
15.5. Where it cannot be verified that a Transaction has been achieved as claimed, that portion of the Transaction which cannot be verified will be considered as not having been achieved and the ITB Authority will give notice to the Contractor of the Shortfall through the Contracting Authority.
15.6. If the ITB Authority determines that a significant deficiency in the Contractor’s achievements exists such that the ITB Authority believes that the Contractor will not meet its Obligations, the ITB Authority may give, through the Contracting Authority, notice to the Contractor and request the Contractor to submit a proposal showing how the Contractor plans to correct the deficiency. The Contractor will submit its proposal within sixty (60) calendar days of receipt of such notice. If the proposal is not provided within this time period or is not acceptable to the ITB Authority, the ITB Authority may request the Contracting Authority to terminate the Contract.
16. CONFLICT RESOLUTION
16.1. The ITB Authority and the Contractor acknowledge that they have entered into a long- term relationship, with the goal that the Contractor achieves the Obligations and Commitments stated herein, delivers long-term economic benefits to Canada and carries out these Terms and Conditions.
16.2. Guiding this long-term relationship are common values and approaches, such as mutual accountability, open communication, mutual respect and effective collaboration. The relationship will involve officials at the project level (i.e. ITB and contract managers) and at the management level (i.e. Departmental and Executive officials). Discussions will be
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frequent and ongoing over the life of the Contract.
16.3. In the event that a disagreement arises between the ITB Authority and the Contractor regarding an ITB matter, each party will bring their concerns forward to the other for discussion and resolution. Parties are encouraged to raise concerns first at the project level. Should discussions at the project level fail to resolve the issue, the parties are then encouraged to engage at the management level. If these discussions fail to reach a satisfactory resolution, either party is then free to make use of the broader dispute resolution process outlined in Article [XX] of the Contract.
17. REMEDIES
17.1. The long-term relationship between the Contractor and ITB Authority is supported by several processes aimed at promoting regular, ongoing engagement between the two parties. These processes include the Transaction identification schedule outlined in Article 2 and the annual reporting process outlined in Article 3. Taken together, these and other monitoring measures are aimed at encouraging positive engagement, use of best practices and the successful completion of the Contractor’s Obligations in this contract.
17.2. Notwithstanding the terms of this Contract that provide remedies in the event of default by the Contractor, one or more of the following remedies may be exercised in the event of default under these Terms and Conditions. Some or all remedies may apply, but combined will not exceed 10 percent of the overall Contract Price. In the event of a default by the Contractor of its obligations pursuant to these Terms and Conditions, the remedies contained in this Article are in addition to, and not in substitution for, any remedies provided elsewhere in the Contract.
17.3. Holdback/Stop Payment
17.3.1. If the Contractor has failed to meet any of the following Obligations, the ITB Authority will notify the Contractor in writing, through the Contracting Authority, of such deficiency and Canada may apply a holdback (the Holdback) from any claim for payment then due or payable under the Contract:
17.3.1.1. Identification of new ITB Transactions along the timeline outlined in 2.1.5.
17.3.1.2. Achieve Credits along the timeline outlined in 2.1.6.
17.3.1.3. Achieve Credits related to the Value Proposition Obligations for Direct Transactions along the timeline outlined in 2.1.7.
17.3.1.4. Achieve Credits related to the Value Proposition Obligations for Research and Development along the timeline outlined in 2.1.8.
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17.3.2. With respect to the Holdback, a cure period of sixty (60) calendar days (the Cure Period), beginning on the date of notification by the ITB Authority, will apply before the Holdback takes effect.
17.3.2.1. Within the Cure Period, the Contractor may take corrective action by providing to the ITB Authority a corrective action plan to remedy the deficiency. If the plan is accepted by the ITB Authority, no Holdback will be made.
17.3.2.2. If, after the Cure Period, the plan has not been delivered, or if delivered, has not been accepted pursuant to Article 17.3.2.1, then 10 percent of subsequent claims for payment will be withheld.
17.3.2.3. The Holdback will accrue until it reaches the amount of the deficiency, or until the Contractor submits a plan that is approved by the ITB Authority, whichever occurs first.
17.3.3. The Holdback will be released progressively as the deficiency is extinguished. During the Holdback period, the ITB Authority will confirm the amount of Credits achieved and/or Transactions identified within a reasonable amount of time from when the claims or proposed Transactions are submitted by the Contractor. The corresponding amount of the Holdback will be released when the next payment under the Contract is made.
17.4. Liquidated Damages
17.4.1. If the Contractor fails to achieve any of the ITB obligations in Article 2.1.1, 2.1.3 and 2.1.4 by the end of the Achievement Period, after taking into account the provisions of Article 5, Canada may in its sole discretion elect to require the Contractor to pay to Canada as liquidated damages 10 percent of the total deficiency, less the amount of any Holdback.
17.4.1.1. In the event that a deficiency is comprised of more than one of the Obligations in Articles 2.1.1., 2.1.3., and 2.1.4., the Contractor will be liable only for the deficiency that arises under the Obligation that results in the highest liquidated damages.
17.4.2. If the Contractor fails to achieve any of the VP Obligations in Article 2.1.2 by the end of the Achievement Period, after taking into account the provisions of Article 5, Canada may in its sole discretion require the Contractor to pay to Canada as liquidated damages 20 percent of the total deficiency, less the amount of any Holdback.
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17.4.2.1. In the event that a deficiency is comprised of more than one of the VP Obligations in Articles 2.1.2, the Contractor will be liable in respect to Article 17.4.2 under all deficiencies on an additive basis.
17.4.3. The obligation of the Contractor to pay liquidated damages, if such obligation exist, pursuant to Articles 17.4.1. and 17.4.2., will be triggered by notice by either the Minister or the Deputy Minister of Public Services and Procurement to the Contractor, stating that the Contractor is in default under the Contract for failure to achieve the ITB Obligations within the Achievement Period and that Canada is demanding payment of liquidated damages in accordance with this Article.
17.5. Contract Termination
17.5.1. Default by the Contractor - In the event that this Contract is terminated for default pursuant to Section 29 of General Conditions 2035, the ITB Authority will notify the Contractor, and the Contractor will identify Transactions equal to 100 percent of the costs paid out by the Crown less the cumulative amount for all LIUC earned by the date of termination.
17.5.1.1. The Contractor will then, in its sole discretion, elect either:
To take action to achieve all identified Transactions within two (2) years; or,
To pay Canada as liquidated damages ten (10) percent of any deficiency, less the amount of any Holdback, after taking into account the provisions of Article 5. In the event that a deficiency is comprised of more than one Obligation, the Contractor will be liable only for the deficiency that arises under the Obligation that results in the highest liquidated damages.
17.5.1.2. For the purposes of Article 17.5.1.1, the deficiency, the amount of liquidated damages shall be calculated on the basis of the funds earned by the Contractor from Canada up to the date of termination of the Contract.
17.5.1.3. The parties agree that Canada’s right under Section 29 of General Conditions 2035 to terminate the Contract for default shall not apply to a failure to meet the Contractor’s Obligations under these Terms and Conditions, unless the Contractor fails or neglects, within sixty (60) days of the ITB Authority’s demand to do so, to satisfy any of the material Obligations listed below:
Pay the liquidated damages amounts required by Article 17.4; and Satisfy its VP Obligations described in Article 2.1.2. Page 34 of 53 Department of National Defence
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17.5.1.4. The Parties agree that: the obligations contained in Article 17.5.1.3 constitute material Obligations under the Contract; and, the Obligations contained in Article 17.5.1.1 shall survive termination of the Contract.
17.5.2. Termination for Convenience - In the event that this Contract is terminated for convenience pursuant to Section 30 of General Conditions 2035, the Contractor will have no further Obligations and liabilities, including any liabilities arising from VP Obligations. In the event of partial termination of the Contract under Section 30 of General Conditions 2035, the Contractor will be released from the terminated portions of its Obligations and from the provisions of Article 2 as it relates to such terminated portions.
17.6. Letter of Credit
17.6.1. In the event that the Contractor has not completed its Obligations at the time of completing the Work under the Contract and being entitled to receipt of the final monthly payment from Canada, the Contractor may be required to provide to Canada a guarantee for completion of the Obligations prior to the expiration of the Achievement Period in the form of a letter of credit. The letter of credit will be in the amount of monies that would be owing by way of liquidated damages should the Contractor not achieve any further Credits after the date of the final monthly payment.
17.6.2. The letter of credit will be:
issued by a financial institution which is a member of the Canadian Payment Association; in form and substance satisfactory to the ITB Authority; solely at the cost of the Contractor; abated as set forth below; unconditional and irrevocable; and, subject to the Uniform Customs and Practice for Documentary Credits, as set out in Publication No. 600, July 2007.
17.6.3. The letter of credit will remain in force until the earliest of:
the achievement of the Obligations; and six months following the submission of the ensuing final annual report at which time the letter of credit will be abated in full and will be returned by Canada to the Contractor. Provided that if the Obligations have not been achieved, Canada will draw down on the letter of credit in the amount of the outstanding Obligations prior to returning it to the Contractor. Page 35 of 53 Department of National Defence
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17.6.4. The obligation of the financial institution to pay under the letter of credit will be triggered by notice executed by the Contracting Authority to the issuing bank, stating that the Contractor is in default under the Contract for failure to achieve the Obligations within the Achievement Period, that Canada has made a demand by notice for payment of liquidated damages in accordance with the liquidated damages articles and that the Contractor has failed to pay Canada such liquidated damages. No other event will trigger payment under the letter of credit.
17.7. If, during the term of the Contract, a change in the Work is initiated by Canada which results in the Contractor no longer being able to source from a Canadian Company and, as a consequence, Obligations may not be met, the Contractor will immediately notify the ITB Authority through the Contracting Authority. The Contractor will fully describe the issue and provide all supporting data, including a complete record of attempts to purchase from Canadian sources and Canadian suppliers' responses, together with an analysis of specific technical, commercial or other factors which result in the inability to source from a Canadian Company. In such instances, the Contractor’s Obligations shall be reduced to the extent the CCV associated with the change differs from the CCV of the original Work. Notwithstanding the foregoing, the Obligation in Article 2.1.1 will remain, that is, the Contractor must not achieve less than 100% of the costs paid out by the Crown less the cumulative amount for all LIUC.
17.8. The Contracting Authority in accordance with this Article, will have the right to holdback, drawback, deduct and set off from and against the monies owing at any time by Canada to the Contractor, any amounts owing under this Contract.
17.9. Nothing in this Article will be interpreted as limiting the rights and remedies which the Contracting Authority may otherwise have in relation to any breach of the Contract by the Contractor.
17.10. Actual damages which would be sustained by Canada in the event of a breach by the Contractor of the Obligations in this Contract would be commercially impracticable or extremely difficult to compute or ascertain and, therefore, the provisions for liquidated damages are agreed to be a fair and reasonable best estimate of such actual damages, and the manner provided herein for the enforcement and collection of liquidated damages is agreed to be fair and reasonable.
18. CHANGES TO THE PLANS
18.1. The Contractor may propose revisions to the Plans. Any proposed revisions must be agreed to by the ITB Authority in writing. Revisions will be incorporated into this Contract by administrative amendment, executed by the Contracting Authority.
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19. RESPONSIBILITIES OF THE PARTIES
19.1. The Contractor acknowledges and agrees that:
19.1.1. Canada has responsibility to set in place programs and policies which ensure Canada’s significant investments in defence-related goods and services generate economic benefit to Canada that has long-term and high-value impacts on Canadian industry, and to establish ITB Objectives which include:
19.1.1.1. the economic development and long-term sustainment of Canada’s Defence Sector, by maximizing the amount of business activities in Canada involving work directly on the procurement and work in the Defence Sector more broadly;
19.1.1.2. increased productivity and competitiveness among Canadian-based suppliers, through meaningful opportunities for growth and supply chain integration into major global systems suppliers;
19.1.1.3. strengthened innovation and R&D in Canada, that positions Canadian Companies to move up the value chain, capture market opportunities and benefit from subsequent commercialization opportunities;
19.1.1.4. Canadian Company success in tapping traditional and non-traditional export markets that have been leveraged from the Project, sharing in long-term jobs and growth;
19.1.1.5. encouraging the participation of Canadian Companies in the Designated Regions of Canada, assisting with long-term quality improvements to their capability, capacity, international competitiveness and growth potential; and,
19.1.1.6. encouraging the participation of Canadian SMB as suppliers on major federal procurements and to increase their competitiveness and export market access.
19.1.2. The award of this Contract to the Contractor resulted from a procurement process in which the Contractor committed to fulfill the Obligations set out in Article 2, Statement of Obligations.
19.1.3. It is the responsibility of the Contractor to ensure that it can complete the Transactions and that these are not limited by applicable laws, regulations, policies or standards.
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20. COMPLIANCE WITH THE LOBBYING ACT
20.1. The Contractor represents, warrants and undertakes that it and other Eligible Donors are and will remain in compliance with Canada’s Lobbying Act with respect to these Terms and Conditions.
21. CONTINGENCY AND/OR SUCCESS FEES
21.1. The Contractor represents warrants and undertakes that neither it nor an Eligible Donor will make or agree to make any payment to an individual, company or entity that is contingent on the approval of Credit by the ITB Authority under these Terms and Conditions or upon the entity’s success in arranging meetings with public office holders.
21.2. The ITB Authority acknowledges that the Contractor, for the purposes of making the representation and warranties in Articles 20.1 and 21.1 on behalf of the Eligible Donors, has relied on a representation provided by each of them to it.
22. LIST OF APPROVED ELIGIBLE DONORS
22.1. The Eligible Donors to this Contract include the companies and coordinates listed below:
[List to be included at contract award]
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APPENDIX A – VALUE PROPOSITION COMMITMENTS, PLANS AND TRANSACTIONS
Value Proposition Commitments – to be referenced from Contractor’s Proposal. Includes International Export Strategy.
Plans – to be referenced from Contractor’s Proposal
Transactions – a detailed list and tabular chart to be attached, based on the Contractor’s Proposal and then updated throughout the Achievement Period.
Transaction # Title Description Donor Recipient CCV$ and Version Sub-totals for direct, indirect, regional, SMB and VP criteria
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APPENDIX B –TEMPLATE – TRANSACTION SHEET (Electronic copy available from ITB Authority)
(Please refer to Bidder Instructions for guidance on completing transaction sheet.)
OVERVIEW Title and number: Date of submission to ITB Authority: Tranche: (1/2/3)
CONTRACTOR INFORMATION Canadian procurement project: Company name: ITB contact name/email/telephone Address/city/province/state/country/postal code
DONOR Company name ITB contact name/email/telephone Address/city/province/state/country/postal code NAICS code (See NAICS website - http://www23.statcan.gc.ca/imdb/p3VD.pl?Function=getVDPage1&TVD=118464) Description of core capabilities Tier Number of employees
RECIPIENT Company name ITB contact name/email/telephone Address/city/province/country/postal code NAICS code Description of company and core capabilities Description of Transaction quality and impact on recipient Number of employees Small- and medium-sized business?
VALUATION AND TIME PHASING Total value of Transaction OR initial investment (as applicable): Multiplier (if applicable): CCV percent of recipient: Estimated future sales, if applicable: CCV $ of Transaction: [Time Phasing Chart by period and region on templates]
DETAILS OF TRANSACTION
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Type of Transaction: Direct (y/n) Indirect (y/n)
Pooled Transaction (y/n) Bank Transaction (y/n)
Description of Transaction:
VP Activity (y/n) Defence related (y/n/dual use) R&D activity (y/n) Supplier development activity (y/n) Export activity related to international export strategy (y/n)
Justification for VP classification: (Provide clear information on how Transaction meets the VP criteria above. Attach any supporting documentation)
Activity type: Consortium, investment framework, general investmentpost-secondary investmentpurchase, technology transfer, venture capital fund
Business activity type: Airborne Communications and Navigation; Airborne Electro Optical, Radar, Sonar, Sensor, Fire Control, Countermeasures; Aircraft Fabrication; Aircraft Maintenance, Repair and Overhaul; Ammunition and other Munitions; Combat Vehicles; Combat Vehicles Maintenance, Repair and Overhaul; Firearms and other Weapons; Land based or Man Portable Electro Optical, Radar, Sonar, Sensor, Fire Control, Countermeasures; Land-based or Man Portable Communications and Navigation; Live Personnel and Combat Training Services; Missiles and Rockets; Naval Shipborne Systems; Naval Ship Fabrication; Naval Ship Maintenance, Repair and Overhaul; Simulation Systems for Aircraft; Simulation Systems for Land Vehicles or Other; Simulation Systems for Naval Vessels; Space; Troop Support; Unmanned Aerial Systems Vehicles; Other (specify)
Federal Supply Class (FSC) Code: (See http://www.ic.gc.ca/itb)
Investment framework details (if applicable) Allowable investment type: Cash grant, cash purchase of shares, licence for brand or trademark, licence for IP, loan of employee for technical/managerial support, loan of employee for marketing/sales support, transfer of Equipment, transfer of software, transfer of systems Page 41 of 53 Department of National Defence
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Type of R&D/commercialization activity: (Cite item from definitions in Article 1)
Business plan (Attach using template in Appendix D) Valuation documentation included o Copy of draft legal agreement or signed certificate (cash) o Valuation report (in-kind)
CONSORTIUM MEMBER (if applicable) Company Name ITB contact name/email/telephone Address/city/province/state/country/postal code
ELIGIBILITY CRITERIA Causality: (For Indirect Transactions, insert detailed causality statement here and attach causality certification) Timing (For all Transactions, briefly describe here how the transaction meets the timing criteria) Incrementality: (For Indirect Transactions, complete and attach incrementality information and supporting documentation) Eligible Donor: (For all Transactions, briefly describe here how the donor meets the Eligible Donor criteria and attach Eligible Donor certification, if applicable)
OTHER Government assistance or participation in Transaction: (Describe the date and details of any assistance provided – either to the specific activity, the Eligible Donor, or the Recipient – from any level of government in Canada)
Other – Canadian content value (CCV) overview (For all Transactions, indicate here which CCV calculation method was used)
Other – Level of Technology (For Indirect Transactions, briefly describe here how the level of technology is the same or higher than that of the project)
SIGNATURES By signing below, the undersigned party, as a representative of (donor company), attests that the information included in and attached to this document is complete and accurate to the
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best of our knowledge, and can be relied upon by the ITB Authority for the purposes of compliance monitoring.
______Signature Date
______Name and Title
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Protected B (when completed)
CERTIFICATE OF CAUSALITY - INDUSTRIAL AND TECHNOLOGICAL BENEFITS (ITB)
WHEREAS the ITB policy requires that, as evidence of causality, the Contractor shall provide a detailed statement on causality and submit a signed certificate of causality as supporting evidence to the ITB Authority;
NOW THEREFORE, I ______, in my capacity as a senior officer of the (donor company), do hereby declare and certify as follows:
i) I am aware of the meaning of causality, as outlined in the Terms and Conditions;
ii) The information contained in the transaction sheet(s) appended herewith provides a detailed statement on causality, which outlines the steps and timelines involved in the decision about a procurement or investment activity and which clearly shows the link between the steps and decision on a business activity and Canada’s ITB or IRB policy;
iii) The information contained in the transaction sheet(s) appended herewith, is to the best of our knowledge and ability complete, true and accurate;
iv) Failure to provide a detailed statement on causality and this certificate may result in the proposed Transaction being rejected pursuant to the Terms and Conditions. Provision of this causality information should not be seen as limiting the discretion of the ITB Authority in decisions related to the eligibility of specific Transactions submitted for approval.
IN WITNESS THEREOF THIS CERTIFICATE OF CAUSALITY HAS BEEN SIGNED THIS ______DAY OF ______BY THE SENIOR OFFICER WHO IS DULY AUTHORIZED IN THAT BEHALF.
______SIGNATURE NAME AND TITLE OF SENIOR OFFICER
AT:______
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Project and Transaction number(s): ______
Title(s):______
Recipient Company(ies):______
INCREMENTALITY CHECKLIST For Indirect Transactions, complete this checklist and attach supporting documentation
Incremental work is the purchase of a good or service that represents new or additional purchases from a Canadian supplier. These new or additional purchases may take Please check the appropriate box various forms. They may involve: i) purchase of a new product or service from a new Written statement attesting the Canadian Canadian supplier on an Indirect Transaction Recipient is a new supplier + Purchase Order (or PO equivalent if the order has not taken place) ii) purchase of a new product or service from an existing Written statement attesting the product/service Canadian supplier on an Indirect Transaction has not previously been purchased + Purchase Order (or PO equivalent if the order has not taken place) iii) purchase of an existing product or service from an Written statement detailing the new application existing Canadian supplier on an Indirect Transaction, but or end use of the product/service + New part which involves a new application or end use of the product number (where applicable) + Purchase Order (see example below) (or PO equivalent if the order has not taken place) iv) purchase of an existing product or service from an Written statement detailing the Request for existing Canadian supplier on an Indirect Transaction, but Quote (or equivalent) proving a new where there has been a new competitive process to re-select competition has taken place + Purchase Order the supplier (or PO equivalent if the order has not taken place) v) purchase of an existing product or service from an Written statement detailing the three-year existing Canadian supplier on an Indirect Transaction, but average calculation where none of the above circumstances apply. (in these cases, a three-year average of previous purchases will be calculated, based on the three years immediately preceding the date of identification of the Transaction to the ITB Authority, and Credit may be awarded on those purchase amounts which exceed the three year average, in each of the ensuing Reporting Periods) Page 45 of 53 Department of National Defence
Annex E to OCFC2 Draft RFP vi) other: ______ Written statement detailing the activity + other evidence An example of a new application or end use: The Contractor has previously purchased military tripods from a Canadian supplier that mount to Gun A for sale to Country A. The new application or end use could be the The ITB Authority at its discretion will determine if purchase of the same military tripods from the Canadian the proposed Transaction is incremental taking the supplier, but instead of mounting to Gun A for sale to information provided into account. Country A, they are mounted to Gun A for sale to Country B, or they are mounted to Gun B for sale to Country B.
CERTIFICATE OF ELIGIBLE DONOR INDUSTRIAL AND TECHNOLOGICAL BENEFITS (ITB)
WHEREAS the ITB policy requires Transactions be undertaken by an Eligible Donor, as outlined in the Terms and Conditions;
AND WHEREAS, the ITB policy requires that when a proposed Eligible Donor is a Canadian Company with less than 500 employees, it has the capacity to undertake Obligations with respect to this Contract;
NOW THEREFORE, I ______, in my capacity as an officer of (Canadian Company name), do hereby declare and certify as follows:
i) I am familiar with Canada’s ITB policy, goals and objectives.
ii) I am aware of the meaning of Eligible Donor, as defined in Article 8 of the Terms and Conditions;
iii) I understand and accept the responsibilities associated with acting as an Eligible Donor and strategic partner in the delivery of the Obligation on the (insert project name) project. These responsibilities may include sharing a portion of the Obligation, remedies, planning and undertaking Direct and Indirect Transactions, record keeping and supporting the prime contractor in the areas of annual reporting and verification.
iv) My company has the capability and resources to undertake the role of Eligible Donor on this project.
v) Failure to provide a certificate of Eligible Donor may result in the proposed Transaction being rejected pursuant to the Terms and Conditions. Provision of this certificate should not be seen as limiting the discretion of the ITB Authority in decisions related to the overall eligibility of specific Transactions submitted for Page 46 of 53 Department of National Defence
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approval.
IN WITNESS THEREOF THIS CERTIFICATE OF ELIGIBLE DONOR HAS BEEN SIGNED THIS ______DAY OF ______BY THE SENIOR OFFICER WHO IS DULY AUTHORIZED IN THAT BEHALF.
______SIGNATURE NAME AND TITLE OF OFFICER
AT:______
APPENDIX C – TEMPLATE - ANNUAL REPORT (Electronic copy available from ITB Authority)
Protected B (when completed)
GENERAL INFORMATION Project Name: Contractor Name: Reporting Period: Date of Report ITB Manager: Currency Contract Award Date Total # of Reporting Periods Reporting Period # and dates
CONTRACTUAL OBLIGATIONS Total Obligation: Direct: SMB: Atlantic N Ontario: Ontario Quebec West North
PART A – Overview
An overview and status of Work on the Project: Page 47 of 53 Department of National Defence
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Please provide a very high level overview of the project over the past year, including any annual report highlights and the project schedule. Proposed length of response is 5-10 lines.
Progress Payments: Please provide a brief written overview of the progress payment activities since contract award. Proposed length of response is 5-10 lines. In addition, please populate the Progress Payments Tab below.
[Progress Payments chart on excel]
Plans: Please provide an overview of any substantive changes to the Plans, including changes to ITB officials working on the project. Please indicate if no changes are proposed. Proposed length of response is 5-10 lines.
Value Proposition Overview: Please provide a detailed overview of each VP Commitment and related activity during the Reporting Period, along with a cumulative summary of the achievement status of each. Please provide an update on the international export strategy, including details on the progress of target market activities and documentation demonstrating that the five capacity to export conditions remain in place, as outlined in Article 4.1.1. Proposed length of response is 4-5 lines for each item, accompanied by the documentation as indicated.
PART B, C and D – Transactions Please fill in all of the information requested in a chart format.
PART E – Additional Information
SMB and Regional Development Activities: Please provide an overview of the activities that were undertaken on this project with Small and Medium size Businesses. Include highlights of work activities undertaken during this period. Proposed length of response is 5-10 lines.
New, Changed or Cancelled Transactions: Please provide a brief overview of any changes (listed by Transaction) including any cancelled, new or altered Transaction in the last Reporting Period. Ensure these changes are reflected in the Transaction Tab by highlighting in red all changes indicated below. Proposed length of response if dependent on the number of applicable Transactions.
Certificate of compliance: Submission of this annual report should be accompanied by the completed and signed certificate of compliance. The template is available below.
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Certificate of compliance For Annual Reporting Purposes
WHEREAS Her Majesty the Queen in right of Canada as represented by the Minister of Public Services and Procurement Canada (referred to herein as the Minister) on the ____ day of _____ has entered into contract with ______for the Contract.
AND WHEREAS Such Contract requires that, as evidence of the achievement of Canadian content value (CCV) of Transactions and compliance with the Lobbying Act, the Contractor will submit a certificate of compliance to that effect to the ITB Authority;
NOW THEREFORE, The Contractor declares and certifies as follows:
The information contained in the documents appended herewith, which applies to the reporting of the Transaction periods, is to the best of our knowledge and ability complete, true and correct;
The information contained in the documents appended herewith is compliant with information contained in certificates of compliance submitted to the Contractor by Eligible Donors;
The CCV shown in documents appended herewith have been determined in accordance with Article 9 of the Contract;
The Contractor and all Eligible Donors are, subject to Article 22.2, in compliance with Canada’s Lobbying Act with respect to this Contract.
IN WITNESS THEREOF THIS CERTIFICATE OF COMPLIANCE HAS BEEN SIGNED THIS ______DAY OF ______BY THE SENIOR COMPTROLLER WHO IS DULY AUTHORIZED IN THAT BEHALF.
______SIGNATURE
______NAME AND TITLE OF SENIOR COMPTROLLER
AT:______
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APPENDIX D – IF BUSINESS PLAN TEMPLATE (Electronic copy available from ITB Authority)
The IF business plan describes the proposed IF project, details the specific activities, goals and duration, outlines how an investment will be used by the SMB, includes a market assessment and provides company information.
Template IF Business Plan Protected B (when completed) IF Transaction title: Donor: SMB Recipient: Date:
Description of IF activity: Provide a detailed description of the IF activity, including but not limited to: specific activities to be undertaken; goals; duration; value of the investment and how it will be used by the SMB; the anticipated impacts/outcomes for the SMB; and key IF activity assumptions and risks.
Anticipated length: 8-10 paragraphs.
Market Assessment: Provide an outline of the opportunity, market size, key competitors, sales strategy and the donor/SMB Recipient’s competitive advantage.
Anticipated length: 3-5 paragraphs
Company profile of SMB: Provide a description of the SMB’s operations, product lines, corporate structure and Page 51 of 53 Department of National Defence
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Anticipated length: 2-3 paragraphs + organizational chart
Certification and signatures
WHEREAS the ITB policy requires that a proposed IF Transaction be accompanied by a business plan outlining the IF activity in detail;
NOW THEREFORE, we the undersigned, in our capacities as senior officers at the Donor and SMB Recipients, do hereby declare and certify that the information included in and attached to this business plan is complete, accurate and can be relied upon by the ITB Branch for the purposes of monitoring the compliance of the proposed IF Transaction.
IN WITNESS THEREOF THIS CERTIFICATION HAS BEEN SIGNED THIS ______DAY OF ______, 20____ BY A SENIOR OFFICER WHO IS DULY AUTHORIZED IN THAT BEHALF.
Donor
______Signature
______Name and Title of Senior Officer
SMB Recipient
______Signature
______Name and Title of Senior Officer
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APPENDIX E – DEFENCE SECTOR DEFINITIONS
Troop Support: This category includes sales related to production as well as research, development, design, engineering, testing and evaluation services in support of soldiers at home or abroad. Primarily covered are activities (not elsewhere captured) that relate to systems and services like: Camp facilities and military shelters; Bomb handling, and bomb/explosive/hazmat detection devices and equipment; Military clothing, and personal body armour, hazmat and other protective clothing and devices and equipment; Logistics and transportation support services; Excluded are sales related to ‘Live Personnel and Combat Training Services’ which should be reported under that respective category.
Page 53 of 53 Department of National Defence ANNEX F – Performance Measurement Framework
Department of National Defence
PERFORMANCE MEASUREMENT FRAMEWORK (PMF) Operational Clothing and Footwear Consolidated Contract (OCFC2)
Requisition Number: W8486-137549 DND Document #
Date: RDIMS 4269244
Prepared by: DSSPM National Defence Headquarters Major General George R. Pearkes Building Ottawa, Ontario K1A 0K2 NOTICE This documentation has been reviewed by the technical authority and does not contain controlled goods. AVIS Cette documentation a été révisée par l’autorité technique et ne contient pas de marchandises contrôlées.
1/9 RDIMS #4269244 Department of National Defence ANNEX F – Performance Measurement Framework
TABLE OF CONTENTS
1 INTRODUCTION
1.1 Purpose 1.2 Structure
2 DEFINITION OF METRICS
2.1 Strategic Performance Measures 2.2 Key Performance Indicators 2.3 System Health Indicators 2.4 Framework Summary 2.5 Framework Changes
3 ASSESSMENT PROCESS
3.1 Annual Performance Review 3.2 Triennial Contract Review
4 ROLLING WAVE APPROACH
4.1 Linkage to Annual Performance Review
APPENDICES
Appendix 1 Key Performance Indicators
2/9 RDIMS #4269244 Department of National Defence ANNEX F – Performance Measurement Framework
1 INTRODUCTION
1.1 Purpose
1.1.1 The Operational Clothing and Footwear Consolidated Contract (OCFC2) will be managed based on Contractor performance utilizing a Rolling Wave approach. An annual performance review will be conducted resulting in a decision whether or not to exercise one option year. Every twohree years a strategic review of Contractor performance and the alignment of the contract with government objectives will be conducted resulting in a decision whether or not to continue with the OCFC2 past the period of currently exercised options.
1.1.2 The Department of National Defence (DND) will institute a Performance Measurement Framework (PMF) for the purpose of managing the OCFC2. The PMF will be used to apply the Rolling Wave approach for managing contract option years and ultimately contract duration. The OCFC2 PMF will be based on the following contract Key Result Areas (KRAs):
a. Performance – Operationally ready and mission capable;
b. Flexibility – An adaptable and scalable support system that can be readily adjusted to changes in operational requirements and/or operating budgets;
c. Value for Money – Procured at a price commensurate with the market rate for comparable procurements; and
d. Socio-Economic Benefit – Leverage industrial benefits from defence procurement to create and maintain jobs and support economic growth for companies in Canada. A Canadian Defence industrial capability strengthened by the delivery of high quality jobs, strong export potential and sustainable programs.
1.2 Structure
1.2.1 The PMF is aligned with OCFC2 KRAs and will be comprised of the following metrics:
a. Strategic Performance Measures (SPMs);
b. Key Performance Indicators (KPIs); and
c. System Health Indicators (SHI).
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2. DEFINITION OF METRICS
2.1. Strategic Performance Measures
2.1.1 The purpose of SPMs is to determine whether the OCFC2 continues to achieve its strategic objectives and to confirm that it remains aligned with departmental and government direction. SPM review will be a holistic review taking into account Contractor performance, Contractor adherence to contractual commitments, feedback from supported organizations (Canadian Armed Forces (CAF) environments), and consideration of current government policy and priorities.
2.1.2 SPMs listed are not all inclusive and other factors/inputs may be taken into consideration at the sole discretion of the Government of Canada:
a. Annual contract performance review results, operational outcomes as reported by CAF Environmental staffs, management of technical specifications, and quality conformity.
b. Degree of success achieved in adjusting to fluctuating demand levels, response to any surge requirements during the period, and response to any changes in scope of work such as Master Item List (MIL) changes.
c. Total annual contract costs, line item unit costs, costs associated with tasked services, and current market rates for provision of similar products and services.
d. Adherence to Canadian Content commitments, frequency with which Industry and Technological Benefits (ITB) and Value Proposition commitments have been met on an annual basis, and any outstanding commitments at the time of review. Achievement of Value Proposition commitments including adherence to Canadian Content commitments, frequency with which commitments have been met on an annual basis, any outstanding commitments at the time of review, and an assessment of the status of the Canadian textiles industry.
2.2 Key Performance Indicators
2.2.1 The purpose of KPIs is to measure Contractor performance in the delivery of the Managed Clothing Solution (MCS) under the OCFC2. KPIs will be discussed with the Contractor monthly during Performance Review Meetings (PRMs) to track progress and allow the opportunity to address any concerns. KPIs will be reviewed annually.
2.2.2 The KPIs applied to the OCFC2 will be:
a. Responsiveness. Achieving required delivery standards.
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b. Order Accuracy. Delivery of items in accordance with orders submitted.
c. Quality Assurance. OCF items provided by the Contractor meet the applicable specifications as per the MIL (Appendix 1 to Annex A).
d. Stock Outs/Back Orders. Frequency and duration of any cases of the Contractor running out of stock and being unable to fill orders received.
e. Customer Complaints. Addressing and resolving customer complaints (such as order delivery and items quality) as well as issues raised by the DND PM, PA or CA.
f. Taskings. Completion of taskings raised by DND 626 as per established deadlines and to the approved standard/outcome.
g. Industrial and Technological Benefits (ITB). Achievement and identification of ITB and Value Proposition commitments. Industrial and Technological Benefits (ITB). Achievement of identified ITB commitments.
2.3 System Health Indicators (SHI)
2.3.1 The purpose of SHIs is to provide a more detailed view of Contractor performance beyond that provided by a limited set of KPIs. SHIs will be used as ‘trend leading’ indicators to identify potential areas of concern before they develop to the point of impacting KPIs or SPMs. SHIs will not be formally assessed but will be discussed during monthly PRMs as needed. Example SHIs are defined however the actual SHIs will be adjusted as necessary over the life of the contract.
5/9 RDIMS #4269244 Department of National Defence ANNEX F – Performance Measurement Framework
2.4 Framework Summary
2.4.1 The OCFC2 PMF is summarized in Table 1 below.
KRA Performance Flexibility Value for Money Socio-Economic Benefit SPM Performance Performance Total annual Annual rate of assessment assessment costs success in against KPIs against KPIs LIUC meeting ITB and Operational Surge response Tasked Value Proposition outcomes Response to Services costs commitments Specification scope changes Market rates Achievement of management for provision of Canadian Quality conformity similar Content products and commitments services VP commitments Canadian Content commitments Annual success rate at meeting commitments Outstanding commitments Assessment of the status of the Canadian textiles industry KPI Responsiveness Responsiveness Achievement and Order Accuracy Stock Outs/Back identification of Quality Assurance Orders ITB and Value Customer Customer Proposition Complaints Complaints commitments ITB Taskings Achieved SHI Number of failed Innovation Transportation Completion of all demands Costs required IP Issues/ Additional attestations infractions Work Request Canadian content Deviations & frequency & verification results Waives required costs Timely delivery of OMS availability contractual requirements and responsiveness of Contractor to
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requests for additional Completion of attestations VP audit results Table 1 – OCFC 2 Outcomes
2.5 Framework Changes
2.5.1 The Contractor may propose amendments to the DND PMF as part of finalizing the Contractor Performance Management Plan during Phase 1. Further recommendations for changes may also be made during the duration of the contract. All changes will be at the sole discretion of Canada. Proposed amendments must ensure that the data inputs and KPIs conform to the following principles:
a. Results oriented, focusing on outputs and outcomes;
b. Reliable, producing data and information that are accurate and consistent over time;
c. Objective rather than subjective;
d. Accessible, providing results that are available to the DND PM on an ongoing basis; and
e. Life cycle-based, enabling continual improvement over time.
3 ASSESSMENT PROCESS
3.1 Annual Performance Review
3.1.1 An Annual Performance Review will be conducted between four and six weeks following the end of each performance period (Fiscal Year) starting in year three (assessing year two performance). Reviews will be conducted annually thereafter. The Contractor must provide all KPI statistics to the DND PM no later than four weeks following the end the Fiscal Year.
3.1.2 The Annual Performance Review will be conducted by an interdepartmental team from the Department of National Defence (DND), Public Works and Government Services Canada (PWGSC) and Innovation, Science and Economic Development (ISED) Canada. The Contractor will be provided feedback including a written assessment following each review which will identify any areas for improvement. The results of the annual performance review will be:
a. a decision regarding exercising any option years;
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b. a decision regarding any incentive fees payable for the year; and
c. a decision regarding the application of any contractual penalties such as holdbacks against the contract.
3.2 Triennial Contract Review
3.2.1 Every twohree years a strategic review of contract performance will be conducted in conjunction with the Annual Performance Review. The first review will be conducted in year threefour. Each review will consider both the performance of the Contractor and the level of success of the OCFC2 in providing an acceptable MCS for operational clothing to the CAF. The entire duration of the contract may be considered but the focus of each review will be on the preceding three years.
3.2.2 Formal Contract Reviews may be conducted more frequently if felt necessary at the sole discretion of the Government of Canada.
3.2.3 The Triennial Contract Review will be conducted by senior management from DND, PWGSC and ISED. The Contractor will be advised of the results of the review in writing. As appropriate, feedback on areas of note or areas of concern which arise during the review will be included in this feedback. The results of the Triennial Contract Review will be a decision regarding continuing the OCFC2 beyond the currently contracted period.
4. ROLLING WAVE APPROACH
4.1 Linkage to Annual Performance Review
4.1.1 Option years will be managed based on a ‘Rolling Wave’ concept in which option years are authorized based upon satisfactory performance. A contracted working period (operational window) will be maintained sufficient to provide stability of support and to encourage investment by the Contractor. Based upon the results of the Annual Performance Review, option years will be managed as follows:
a. In the event that performance against KPIs is assessed to be satisfactory one option year will be exercised. The intention is to maintain a four year operating window of contracted work.
b. In the event that performance against KPIs is assessed to be unsatisfactory no option year will be exercised. The operating window of the contract will be reduced to three years.
c. In the event of an assessment of unsatisfactory performance, acceptable Contractor performance assessed during subsequent annual reviews will result in one option year being exercised, maintaining the existing operational
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window of the contract. Canada may, at its sole discretion, exercise two option years to re-establish the four year operational window of the contract. As a general rule, two consecutive years of above standard performance will be required to authorize two option years.
d. Should the Contractor not achieve a satisfactory rating twice (resulting in the contract operational window dropping below three years) formal annual performance reviews will cease. No further option years will be authorized unless deemed operationally essential by DND and the OCFC2 will expire at the end of the existing contract period.
4.1.2 Should a review of the SPM indicate that the MCS approach or Contractor performance is not meeting the OCFC2 strategic objectives, the Government of Canada reserves the right to cease authorizing option years and allow the contract to expire at the end of the current authorized period.
4.1.3 The above does not waive, reduce or limit the rights of the Government of Canada to terminate the contract for default, convenience or mutual consent.
9/9 RDIMS #4269244 Department of National Defence Appendix 1 to Annex F – Key Performance Indicators
Department of National Defence
Key Performance Indicators for the Operational Clothing and Footwear Consolidated Contract (OCFC2)
Requisition Number: W8486-137549 DND Document #
Date: RDIMS # 4269251
Prepared by: DSSPM National Defence Headquarters Major General George R. Pearkes Building Ottawa, Ontario K1A 0K2
NOTICE This documentation has been reviewed by the technical authority and does not contain controlled goods.
AVIS Cette documentation a été révisée par l’autorité technique et ne contient pas de marchandises contrôlées.
OCFC2 - KPI Department of National Defence Appendix 1 to Annex F – Key Performance Indicators
1. Key Performance Indicators This appendix describes the Key Performance Indicators (KPIs) that will be used in the assessment of contractor performance while providing a Managed Clothing Solution under the Operational Clothing and Footwear Consolidated Contract.
KPI Manner of assessment Measure Remarks Responsiveness Delivery of orders Total orders Partial order in accordance with Complete orders delivery ‘counts’ standards specified delivered on time but discounted (not in the Statement of Partial orders full points) Work delivered on time Order Accuracy Reject rate of orders Total orders Right item(s) for incorrect item Items/orders delivered as per returned for inventory mgt sys incorrect item Picking success rate Quality Reject rate of orders Total orders Item stocked/ Assurance for unsatisfactory Items/order returned delivered matches item for incorrect size established Incorrect items Items/order returned specifications identified during for unacceptable QA success rate QA visits quality Items checked during Quality Assurance visits Items identified as non-conforming during Quality Assurance visits Stock Orders which Item/days Weighted for Outs/Back cannot be filled due backlogged importance of item? Orders to lack of stock Customer Review of Number of Complaints complaints received complaints received by contractor Response time Review of Action Item Report Taskings Review of tasking Taskings completed status within contracted period Taskings completed to specified standard/ requirement
OCFC2 KPI Page 1 of 2 Department of National Defence Appendix 1 to Annex F – Key Performance Indicators KPI Manner of assessment Measure Remarks Achievement Comparison of Based on values in and Contractor’s ITB the annual ITB identification of and Value report Annual ITB and Value Proposition attestation Proposition achievements and commitments value identified ITB Achieved versus commitments and ITB/VP Performance Schedule Comparison of ITBs reported as achieved versus ITB identified by the Contractor
OCFC2 KPI Page 2 of 2
Annex G Canadian Goods Definition, Certifications and Verification Process
1. Canadian goods Definition
A good wholly manufactured or originating in Canada is considered a Canadian good. A product containing imported components may also be considered Canadian for the purpose of this Contract when it has undergone sufficient change in Canada, in a manner that satisfies the definition specified under the North American Free Trade Agreement (NAFTA) Rules of Origin. For the purposes of this determination, the reference in the NAFTA Rules of Origin to "territory" is to be replaced with "Canada".
Rules of Origin - Apparel
For this Contract, apparel goods are considered to be Canadian goods according to the North American Free Trade Agreement Rules of Origin as follows:
Apparel goods classified in Chapters 61 and 62 of the Harmonized System that are both cut (or knit to shape) and sewn in Canada will be considered Canadian goods.
Modified Rules of Origin - Textiles
For this Contract, textiles are considered to be Canadian goods if they meet the following definition:
"Textiles and textile articles classified in Chapters 50 to 60 inclusive of the Harmonized System that are woven, knitted or otherwise manufactured from yarns or fibres in Canada, and further processed in Canada by dyeing, finishing, coating or other processes as applicable, will be considered Canadian textiles. Woven fabrics of 100% cotton or of polyester and cotton blends that are dyed and finished in Canada will be considered Canadian."
2. Certifications and Verification Process
On an annual basis, the Contractor will be required to submit to the Contracting Authority and the Industrial and Technical Benefits (ITB) Authority a signed certificate of attestation, Appendix 1, confirming that it has met the Canadian content levels for each of the five groupings of commodities to which they committed to at time of bid submission.
The Contractor warrants that all certifications of Canadian content submitted by the Contractor are accurate and complete, and that the goods, services, or both to be provided under the Contract are in accordance with the definitions contained in this Contract.
Accompanying the certification, the Contractor must submit supporting documentation, in accordance with the Reporting Template at Appendix 2, demonstrating how the Canadian content levels were calculated for each of the five groupings of commodities. The onus will be on the Contractor to ensure
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that its suppliers certify the Canadian content level of the commodities sold to the Contractor meet the modified rules of origin or the NAFTA Rules of Origin.
On an annual basis, the Contractor must provide the Contracting Authority and ITB Authority with copies of the certifications from its suppliers for items randomly selected by Canada in order to substantiate the calculations included in the supporting documentation submitted with the annual signed certification.
Canada reserves the right to contact or visit suppliers to confirm the validity of the Canadian content certification for the commodities supplied for the Operational Clothing and Footwear Consolidated Contract (OCFC2).
The Contractor must keep proper records and documentation relating to the origin of the goods provided to Canada. The Contractor must not, without obtaining the written consent of the Contracting Authority, dispose of any such records or documentation until the expiration of two (2) years after final payment under the Contract, or until settlement of all outstanding claims and disputes under the Contract, whichever is later. All such records and documentation must at all times during the retention period be open to audit, inspection and examination by the representatives of Canada, who may make copies and take extracts. The Contractor must provide all facilities for such audits, inspections and examinations, and must furnish all such information as the representatives of Canada may from time to time require with respect to such records and documentation.
Where it cannot be verified to the satisfaction of Canada that goods meet the Canadian content definition, these goods will not be considered as Canadian goods for the achievement of the Contractor’s Obligations.
Nothing in clause of the above must be interpreted as limiting the rights and remedies that Canada may otherwise have pursuant to the Contract.
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Appendix 1 Reporting Template to Support the Canadian Content Certifications
WHEREAS Her Majesty the Queen in right of Canada as represented by the Minister of Public Works and Government Services Canada (referred to herein as the Minister) on the ____ day of _____ has entered into contract with ______for the Contract.
AND WHEREAS Such Contract requires that, as evidence of the achievement of Canadian content the Contractor will submit a certificate of compliance to that effect to the Contracting Authority and to the ITB Authority;
NOW THEREFORE, The Contractor declares and certifies as follows:
The Canadian content levels found in Annex E - Article 2, measured using the modified rules of origin or NAFTA rules of origin have been met or exceeded;
IN WITNESS THEREOF THIS CERTIFICATE OF COMPLIANCE HAS BEEN SIGNED THIS ______DAY OF ______BY THE SENIOR COMPTROLLER WHO IS DULY AUTHORIZED IN THAT BEHALF.
______
SIGNATURE
______
NAME AND TITLE OF SENIOR COMPTROLLER
AT:______
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Appendix 2 Reporting Template to Support the Canadian Content Certifications
Reporting Period: From: YYYY-MM-DD To: YYYY-MM-DD
1. Group 1 – CADPAT Apparel
1.1 List of purchases meeting the Canadian goods definition made by the Contractor during the reporting period:
Description Name of Location of Small and Medium Unit Cost Number of Total value of Items: Supplier: Supplier: Business (Y/N):* ($): Items: in Dollars ($):
Total value of purchases meeting the Canadian goods definition for the reporting period: $ xxxx.xx
1.2 List of purchases not meeting the Canadian goods definition made by the Contractor during the reporting period:
Description Name of Location of Small and Medium Unit Cost Number of Total value of Items: Supplier: Supplier: Business(Y/N):* ($): Items: in Dollars ($):
Total value of purchases NOT meeting the Canadian goods definition for the reporting period: $ xxxx.xx
1.3 Canadian content commitment overview:
Group 1 Commitment Total value of all Total value of Total value of section Group 1 (%) : goods purchased for section 1.1 for the 1.2 for the reporting Canadian the reporting period reporting period period ($): Content (%): ($): ($):
The Canadian content commitment for Group 1 was: Met Not Met Exceeded
*Definition for Small and Medium Business found in Annex E – ITB Terms and Conditions.
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2. Group 2 – Non-CADPAT Apparels
2.1 List of purchases meeting the Canadian goods definition made by the Contractor during the reporting period:
Description Name of Location of Small and Medium Unit Cost Number of Total value in of Items: Supplier: Supplier: Business (Y/N):* ($): Items: Dollars ($):
Total value of purchases meeting the Canadian goods definition for the reporting period: $ xxxx.xx
2.2 List of purchases not meeting the Canadian goods definition made by the Contractor during the reporting period:
Description Name of Location of Small and Medium Unit Cost Number of Total value in of Items: Supplier: Supplier: Business (Y/N):* ($): Items: Dollars ($):
Total value of purchases NOT meeting the Canadian goods definition for the reporting period: $ xxxx.xx
2.3 Canadian content commitment overview:
Group 2 Commitment Total value of all Total value of Total value of section Group 2 Canadian (%) : goods purchased for section 2.1 for the 2.2 for the reporting Content (%): the reporting period reporting period period ($): ($): ($):
The Canadian content commitment for Group 2 was: Met Not Met Exceeded
*Definition for Small and Medium Business found in Annex E – ITB Terms and Conditions.
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3. Group 3 – Badges, Nameplates and Insignias
3.1 List of purchases meeting the Canadian goods definition made by the Contractor during the reporting period:
Description Name of Location of Small and Medium Unit Cost Number of Total value in of Items: Supplier: Supplier: Business (Y/N):* ($): Items: Dollars ($):
Total value of purchases meeting the Canadian good definition for the reporting period: $ xxxx.xx
3.2 List of purchases not meeting the Canadian goods definition made by the Contractor during the reporting period:
Description Name of Location of Small and Medium Unit Cost Number of Total value in of Items: Supplier: Supplier: Business (Y/N):* ($): Items: Dollars ($):
Total value of purchases NOT meeting the Canadian goods definition for the reporting period: $ xxxx.xx
3.3 Canadian content commitment overview:
Group 3 Commitment Total value of all Total value of Total value of section Group 3 Canadian (%) : goods purchased for section 3.1 for the 3.2 for the reporting Content (%): the reporting period reporting period period ($): ($): ($):
The Canadian content commitment for Group 3 was: Met Not Met Exceeded
*Definition for Small and Medium Business found in Annex E – ITB Terms and Conditions.
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4. Group 4 – Footwear
4.1 List of purchases meeting the Canadian goods definition made by the Contractor during the reporting period:
Description Name of Location of Small and Medium Unit Cost Number of Total value in of Items: Supplier: Supplier: Business (Y/N):* ($): Items: Dollars ($):
Total value of purchases meeting the Canadian goods definition for the reporting period: $ xxxx.xx
4.2 List of purchases not meeting the Canadian goods definition made by the Contractor during the reporting period:
Description Name of Location of Small and Medium Unit Cost Number of Total Value in of Items: Supplier: Supplier: Business (Y/N):* ($): Items: Dollars ($):
Total value of purchases NOT meeting the Canadian goods definition for the reporting period: $ xxxx.xx
4.3 Canadian content commitment overview:
Group 4 Commitment Total value of all Total value of Total value of section Group 4 Canadian (%) : goods purchased for section 4.1 for the 4.2 for the reporting Content (%): the reporting period reporting period period ($): ($): ($):
The Canadian content commitment for Group 4 was: Met Not Met Exceeded
*Definition for Small and Medium Business found in Annex E – ITB Terms and Conditions.
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5. Group 5 – Soldiers Personnel Equipment
5.1 List of purchases meeting the Canadian goods definition made by the Contractor during the reporting period:
Description Name of Location of Small and Medium Unit Cost Number of Total Value in of Items: Supplier: Supplier: Business (Y/N):* ($): Items: Dollars ($):
Total value of purchases meeting the Canadian good definition for the reporting period: $ xxxx.xx
5.2 List of purchases not meeting the Canadian goods definition made by the Contractor during the reporting period:
Description Name of Location of Small and Medium Unit Cost Number of Total Value in of Items: Supplier: Supplier: Business (Y/N):* ($): Items: Dollars ($):
Total value of purchases NOT meeting the Canadian goods definition for the reporting period: $ xxxx.xx
5.3 Canadian content commitment overview:
Group 5 Commitment Total value of all Total value of Total value of section Group 5 Canadian (%) : goods purchased for section 5.1 for the 5.2 for the reporting Content (%): the reporting period reporting period period ($): ($): ($):
The Canadian content commitment for Group 5 was: Met Not Met Exceeded
*Definition for Small and Medium Business found in Annex E – ITB Terms and Conditions.
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EXAMPLE
Section 1.1- List of purchases meeting the Canadian goods definition made by the Contractor during the reporting period:
Description Name of Location of Small and Medium Unit Cost Number of Total Value of Items: Supplier: Supplier: Business (Y/N):* ($): Items: in Dollars ($): Item AAA AAA Inc. Edmonton, Y $1.00 15 $15.00 AB Item BBB BBB Inc. Trois-Rivière, Y $4.00 10 $40.00 QC Total value of purchases meeting the Canadian goods definition for the reporting period: $ 55.00
Section 1.2 - List of purchases not meeting the Canadian goods definition made by the Contractor during the reporting period:
Description Name of Location of Small and Medium Unit Cost Number of Total value of Items: Supplier: Supplier: Business (Y/N):* ($): Items: in dollars ($): Item CCC CCC Inc. Ottawa, ON Y $3.00 5 $15.00 Item DDD DDD Inc. Shanghai, N $5.00 2 $10.00 China Total value of purchases NOT meeting the Canadian goods definition for the reporting period: $ 25.00
Section 1.3 - Canadian content commitment overview:
Group XX Total value of all Total value of Total value of section Group 5 Canadian Commitment (%) : goods purchased for section 1.1 for the 1.2 for the reporting Content (%): the reporting period reporting period period ($): ($): ($): 60% $80.00 $55.00 $25.00 68% The Canadian content commitment for Group 5 was: Exceeded
*Definition for Small and Medium Business found in Annex E – ITB Terms and Conditions.
9 of 9 Solicitation No. - N° de l'invitation Amd. No. - N° de la modif. Buyer ID - Id de l'acheteur XXXXX-XXXXXX/X xxxxx Client Ref. No. - N° de réf. du client File No. - N° du dossier CCC No./N° CCC - FMS No./N° VME XXXXX-XXXXXX xxxxx.XXXXX-XXXXXX
ANNEX “H”
FEDERAL CONTRACTORS PROGRAM FOR EMPLOYMENT EQUITY – CERTIFICATION
I, the Bidder, by submitting the present information to the Contracting Authority, certify that the information provided is true as of the date indicated below. The certifications provided to Canada are subject to verification at all times. I understand that Canada will declare a bid non-responsive, or will declare a contractor in default, if a certification is found to be untrue, whether during the bid evaluation period or during the contract period. Canada will have the right to ask for additional information to verify the Bidder's certifications. Failure to comply with any request or requirement imposed by Canada may render the bid non-responsive or constitute a default under the Contract.
For further information on the Federal Contractors Program for Employment Equity visit Employment and Social Development Canada (ESDC) – Labour's website.
Date:______(YYYY/MM/DD) (If left blank, the date will be deemed to be the bid solicitation closing date.)
Complete both A and B.
A. Check only one of the following:
( ) A1. The Bidder certifies having no work force in Canada.
( ) A2. The Bidder certifies being a public sector employer.
( ) A3. The Bidder certifies being a federally regulated employer being subject to the Employment Equity Act.
( ) A4. The Bidder certifies having a combined work force in Canada of less than 100 permanent full- time and/or permanent part-time employees.
A5. The Bidder has a combined workforce in Canada of 100 or more employees; and
( ) A5.1. The Bidder certifies already having a valid and current Agreement to Implement Employment Equity (AIEE) in place with ESDC-Labour. OR ( ) A5.2. The Bidder certifies having submitted the Agreement to Implement Employment Equity (LAB1168) to ESDC-Labour. As this is a condition to contract award, proceed to completing the form Agreement to Implement Employment Equity (LAB1168), duly signing it, and transmit it to ESDC-Labour.
B. Check only one of the following:
( ) B1. The Bidder is not a Joint Venture.
OR
( ) B2. The Bidder is a Joint venture and each member of the Joint Venture must provide the Contracting Authority with a completed annex Federal Contractors Program for Employment Equity - Certification. (Refer to the Joint Venture section of the Standard Instructions)
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