Department of National Defence - Transportation Source List

Background 
The Department of National Defence (DND) moves materiel and personnel domestically and internationally on an as required basis to support operations.  The DND accomplishes this task primarily through its own means.  However, there is still a requirement for the DND to contract directly with Industry for the movement of personnel and cargo by air, cargo by sea and  freight forwarding for some multi-modal movements  
The DND maintains multiple Source Lists of pre-qualified providers/brokers in order to solicit bids and/or tenders to fulfill requirements as they arise. 

Source List Validity

The new Source Lists will remain valid for a two year period from the date the Source Lists are established. 

On an annual basis, the DND will advise Industry of the existence of its Source Lists on the Government Electronic Tendering Service (Buy and Sell).  

In the event that a potential applicant is unable to meet the closing date for submissions to permit it to be considered for inclusion on a specific Source List, the company may still provide its submission during the two (2) year period; however should the submission be considered acceptable, the period of its validity shall only be for the remainder of the original two (2) year period. 

All suppliers included on the current DND Source Lists for Airlift and/or Sealift transportation will be required to forward new submissions in order to be considered for inclusion on the new Source Lists.   

The DND reserves the right to: 
(a) seek clarification from the applicant on any or all aspects of the document(s) submitted in response to this solicitation;  
(b) enter into negotiations with the applicant on any or all aspects of their responses to this solicitation; 
(c) accept any response, in whole or in part, without negotiations; 
(d) cancel this solicitation at any time; and
(e) reissue this solicitation.


Industry Briefings

In lieu of a formal Industry Day, the DND will provide one-on-one briefings to individual companies. These briefings will be held at the request of the applicant. Questions to be addressed at these meetings must be submitted by the applicant in writing (by email) to the Point of Contact identified at the close of this notice. The DND reserves the right not to answer any question that may put at risk or abrogate the principles of federal contracting.

Modal Criteria

Airlift

Three (3) separate lists will be created for:
a.	Full cargo charters;
b.   Full passenger charters; and
c.   Helicopter charters

Applicants are to ensure that their submissions clearly identify which list they wish to be considered for.  Applicants wishing to be considered for more than one list shall ensure that separate submissions, addressing points 4 – 7 below, are provided.   

A.	 Airlift - Cargo:

Applicants must demonstrate to the DND that they meet the following criteria.   Please note that incomplete submissions will not be considered:

1)	Identify company structure (i.e. sole proprietorship, partnership, limited partnership, corporation, and Principals, including roles and responsibilities of major position holders);

2)	As applicable, based on company structure, provide full address, phone, fax and e-mail address of key personnel (i.e.): Company President, Company Vice President, Representative of Finance department, and Company Representative for the DND.

3)	Provide Company Goods and Services Tax number and Procurement Business Number;

4)	Provide confirmation that full cargo charter services are provided by the prospective broker/provider;

5)	Identify the operations/activities within the last year being provided by the applicant in order to ensure that they are familiar with current regulations;

6)	Identify recent full cargo charter experience.  This experience, acquired within the last five (5) years, must include one or more of the following: air charters within Canada; air charters to or from Canada; or international air charters excluding Canada. Sufficient detail shall be provided so as to confirm that the applicant has the requisite experience.  Note that freight forwarding experience does not qualify.

7)	Provide, letters of reference from at least three (3) of the Company’s non-DND full cargo charter corporate clients. The letter must be issued within the last year from the time of application; 

8)	Provide a letter of reference from a recognized financial institution. The letter must be issued within the last year from the time of application;

9)	Provide confirmation that a 24/7 response capability is offered by the applicant.

B.	Airlift - Passenger:

Applicants must demonstrate to the DND that they meet the following criteria.   Please note that incomplete submissions will not be considered:

1)	Identify company structure (i.e. sole proprietorship, partnership, limited partnership, corporation, and Principals, including roles and responsibilities of major position holders);

2)	As applicable, based on company structure, provide full address, phone, fax and e-mail address of key personnel (i.e.): Company President, Company Vice President, Representative of Finance department, and Company Representative for DND.

3)	Provide Company Goods and Services Tax number and Procurement Business Number;

4)	Provide confirmation that full passenger charter services are provided by the applicant;

5)	Identify the operations/activities within the last year being provided by the applicant in order to ensure that they are familiar with current regulations;

6)	Identify recent full passenger charter experience.  This experience, acquired within the last five (5) years, must include one or more of the following: air charters within Canada; air charters to or from Canada; or international air charters excluding Canada. Sufficient detail shall be provided so as to confirm that the applicant has the requisite experience.  Note that freight forwarding experience does not qualify.

7)	Provide, letters of reference from at least three (3) of the Company’s non-DND passenger charter corporate clients. The letter must be issued within the last year from the time of application; 

8)	Provide a letter of reference from a recognized financial institution. The letter must be issued within the last year from the time of application ;

9)	Provide confirmation that a 24/7 response capability is offered by the applicant.



C.	Airlift - Helicopter:

Applicants must demonstrate to the DND that they meet the following criteria.   Please note that incomplete submissions will not be considered:

1)	Identify company structure (i.e. sole proprietorship, partnership, limited partnership, corporation, and Principals, including roles and responsibilities of major position holders);

2)	As applicable, based on company structure, provide full address, phone, fax and e-mail address of key personnel (i.e.): Company President, Company Vice President, Representative of Finance department, and Company Representative for the DND.

3)	Provide Company Goods and Services Tax number and Procurement Business Number;

4)	Provide confirmation that full helicopter services are provided by the applicant;

5)	Identify the operations/activities within the last year being provided by the applicant in order to ensure that they are familiar with current regulations;

6)	Identify recent helicopter charter experience.  This experience, acquired within the last five (5) years, must include one or more of the following: helicopter charters within Canada; helicopter charters to or from Canada; or international helicopter charters excluding Canada;

7)	Provide, letters of reference from at least three (3) of the Company’s non-DND helicopter charter corporate clients. The letter must be issued within the last year from the time of application; 

8)	Provide a letter of reference from a recognized financial institution. The letter must be issued within the last year from the time of application ;

9)	Provide confirmation that a 24/7 response capability is offered by the prospective applicant.

Notes:


1)	Many of the contracts are of high value therefore the Bidder must have and demonstrate, if requested, the financial means to deal with high dollar value contracts. There may be a requirement for the broker/provider to submit a performance bond and/or other forms of contract security in conjunction with a bid and/or tender solicitation. 

2)	When the DND charters an aircraft, it is for the entire aircraft, which must be dedicated to the sole use of the DND.


3)	Be advised that the DND may conduct a credit check and/or security check of the company and its Principals.        


Freight Forwarding:

Applicants must demonstrate to the DND that they meet the following criteria/provide the necessary information. Please note that incomplete submissions will not be considered: 

1)	Identify company structure (i.e. sole proprietorship, partnership, limited partnership, corporation, and Principals, including roles and responsibilities of major position holders);

2)	As applicable, based on company structure, provide full address, phone, fax and e-mail address of key personnel (i.e.): Company President, Company Vice President, Representative of Finance department, Company Tracking and Shipping Representative, and Company Representative for the DND.

3)	Provide Company Goods and Services Tax number and Procurement Business Number;

4)	Provide confirmation that full cargo transportation services are provided by the prospective provider;

5)	Identify the operations/activities within the last year being provided by the Company;

6)	Identify freight forwarding experience.  This experience must have been acquired within the previous five (5) years; 

7)	Provide letters of reference from at least three (3) of the Company’s non- DND freight forwarding clients.  Letters must be issued within the last year from the time of application, and

8)	Provide a letter of reference from a recognized financial institution outlining the financial capacity of the applicant.  The letter must be issued within the last year from the time of application.

Notes:

1)	Be advised that the DND may conduct a credit check and/or security check of the Company and its Principals. 

	Ship Charters:

Applicants must demonstrate to the DND that they meet the following criteria/provide the necessary information.  Please note that incomplete submissions will not be considered:

1)	Identify company structure (i.e. sole proprietorship, partnership, limited partnership, corporation, and Principals, including roles and responsibilities of major position holders);

2)	As applicable, based on company structure, provide full address, phone, fax and e-mail address of key personnel (i.e.): Company President, Company Vice President, Representative of Finance department, and Company Representative for the DND.

3)	Identify ship chartering experience and other operations/activities relating to ship chartering, within the last year, being provided by the Company;

4)	Identify recent ship chartering experience.  This experience must have been acquired within the last five (5) years; and

5)	Provide letters of reference from at least three (3) of the Company’s non-DND ship chartering clients. Letters must be issued within the last year from the time of application. 
	

Notes:

1)	Vessels proposed to fulfill a particular DND requirement must be wholly owned/managed and/or operated by the owners at the time of offer. 
2)	DND enters into a Charter Party Agreement with owners. The Contract will be in the form of the DND approved and amended GENCON/GENTIME Charter Party. 

3)	Be advised that the DND may conduct a credit check and/or security check of the vessel owners. 
  



Planning Considerations

If a broker/provider is found to be in breach of Contract, in addition to any other remedy available to the Crown, temporary or permanent removal from the relevant Source List(s) may result.

Transportation services are exempt from the provisions of the North American Free Trade Agreement (NAFTA) and World Trade Organization Agreement on Government Procurement (WTO-AGP). The Agreement on Internal Trade (AIT) applies. 

Submissions

Canadian providers wishing to be considered for inclusion on the DND Source List(s) must forward their complete submissions no later than 18 November 2014 to the following Point of Contact for each transportation mode. E-mail submissions are acceptable. 

Mr. Robert Leslie,
National Defence Headquarters
MGen GR Pearkes Bldg
101 Colonel By Drive
Ottawa
K1A 0K2
Attention: D Maj Proc 8-2-2

Telephone:  613-949-3970
Email : Robert.Leslie2@forces.gc.ca