1. Background

The Department of National Defence (DND) moves materiel and personnel domestically and internationally on an as required basis to support operations. DND accomplishes this task primarily through its own means but also contracts directly with Industry for the movement of personnel and cargo by airlift, and cargo by sea charter or freight forwarding for some multi-modal movements. To contract for transportation requirements that arise, DND maintains multiple Source Lists of pre-qualified service providers and brokers.

2. Source List Renewal

Current DND’s Transportation Source Lists expire November 18, 2016. As such, DND is soliciting industry applications for the following five DND Transportation Source Lists.

1. Airlift – Full Cargo Charters
2. Airlift – Full Passenger Charters
3. Airlift- Helicopter Charters
4. Freight Forwarding
5. Sea Charters

A separate application is required for each Source List and companies must identify clearly which Source List is intended for each application.

3. Validity Period

The new DND Transportation Source Lists will remain valid for a two year period, beginning November 19^th, 2016. During this timeframe any DND transportation requirements that arise will be issued to the members of the appropriate Source List.

4. Application Process

Current Source List Companies: All service providers and brokers included in the current DND Transportation Source Lists do not need to resubmit an entirely new application. They must however address all new criteria, as listed as Source List Criteria in part 6 of this solicitation.

• For all Airlift Source Lists the new criterion to address is point (10) of the Source List Criteria.
• For Freight Forwarding Source Lists, the new criterion to address is point (10) of the Source List Criteria.
• For Ship Charters the new criterion to address is point (6) of the Source List Criteria.

  In addition to the new criterion, current Source List companies must identify any changes to the information provided in their initial application for all other criteria at part 6 of this solicitation. If there are no changes to identify, then no further information is required on these criteria.

  New Companies: All new companies interested in being considered for inclusion in a DND Transportation Source Lists must address all criteria in the Source List Criteria listed at part 6 of this solicitation. Applications submitted by November 15th, 2016 will be reviewed immediately and applicants will be eligible to attend the upcoming Industry Day. Successful companies will be included in the Source List(s) for the entire two year validity period. Applications submitted after November 15th will be reviewed by DND as time and resources permit and successful companies will be on the Source list(s) for the remainder of the validity period.

  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.

  5. Industry Days

  Two Industry Days will be held, one for all Airlift Source Lists, and a second for the Freight Forwarding and Ship Charters Source Lists. The purpose of these is to meet collectively with all Source List members to discuss the DND solicitation process, contract documentation, and industry related topics and / or questions. Attendance is not mandatory but considered beneficial for both industry and DND.

  The day following each Industry Day is being reserved to provide companies the opportunity to meet with DND personnel on a one-on-one basis to discuss matters specific to that company. These meets will be scheduled as time/demand permits and will be relatively short: 30-45 minutes maximum. Depending on demand, DND may need to schedule some one-on-one meetings at a later date. Scheduling will be done on a first come first serve basis.

  Topics or questions for consideration for each Industry Day are welcome from applicants and this input must be submitted by email to Trevor Clark (trevor.clark@forces.gc.ca). Please note, DND reserves the right to not answer a question that may put at risk or abrogate the principles of federal contracting.

  The Airlift Industry Day will be held Tuesday, 22 November, 2016, with individual meetings scheduled for Wednesday, 23 November, 2016.

  The Freight Forwarding/Ship Charters Industry Day will be held Thursday, 24 November, 2016, with individual meetings scheduled for Friday, 25 November, 2016

  A tentative agenda for the Industry Days on the 22^nd and 24^th of November is as follows:

  9:30 A.M. Arrive, sign-in, network

  10:00 A.M. Welcoming remarks

  10:10 A.M. Source list approach overview

  11:00 A.M. ITT process and contract template overview

  Noon Lunch (Not Provided)

  1:00 P.M. Open forum, Questions/Answers

  2:30 P.M. Health Break, networking

  2:45 P.M. Open forum, Questions/Answers (continued)

  4:30 P.M. Closing Remarks, networking

  To attend an Industry Day please register immediately with Trevor Clark (Trevor.Clark@forces.gc.ca). Please indicate what date session you would like to attend and whether you would also like to schedule a 30-45 minute meeting for the day following the Industry Day. These will be scheduled on a first come first serve basis. The deadline to register is November 15th, 2016.

  Please note, all costs associated with travel to Ottawa to attend these meetings are the responsibility of the respective individuals/contractors. 

  Anyone not able to attend an Industry Day may request a one-on-one meeting for a future date, which would be scheduled by DND at their convenience /availability.

  6. Source List Criteria

Airlift Source Lists

A. Full Cargo Charters

Applicants must demonstrate to 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. Please provide confirmation that a 24/7 response capability is offered by the applicant;
10. Explain how you propose to manage sub-contractor work and describe your sub-contractor performance management processes. Explain how you intend to implement and maintain quality assurance procedures for sub-contractors;

B. Full Passenger Charters:

Applicants must demonstrate to 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;
10. Explain how you propose to manage sub-contractor work and describe your sub-contractor performance management processes. Explain how you intend to implement and maintain quality assurance procedures for sub-contractors;

C. Helicopter Charters:

Applicants must demonstrate to 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.
10. Explain how you propose to manage sub-contractor work and describe your sub-contractor performance management processes. Explain how you intend to implement and maintain quality assurance procedures for sub-contractors;

Notes – All Airlift Source Lists:

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. Be aware that some DND airlift requirements arise on an urgent basis and may require contracted airlift within a less than 24 hour time frame.
3. When DND charters an aircraft, it is for the entire aircraft, which must be dedicated to the sole use of DND.
4. Be advised that DND may conduct a credit check and/or security check of the company and its Principals.

Freight Forwarding:

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

2. Identify company structure (i.e. sole proprietorship, partnership, limited partnership, corporation, and Principals, including roles and responsibilities of major position holders);
3. 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.
4. Provide Company Goods and Services Tax number and Procurement Business Number;
5. Provide confirmation that full cargo transportation services are provided by the prospective provider;
6. Identify the operations/activities within the last year being provided by the Company;
7. Identify freight forwarding experience. This experience must have been acquired within the previous five (5) years;
8. 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
9. 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.
10. Explain how you propose to manage sub-contractor work and describe your sub-contractor performance management processes. Explain how you intend to implement and maintain quality assurance procedures for sub-contractors;

Notes:

1. Be advised that DND may conduct a credit check and/or security check of the Company and its Principals.
2. Be aware that some DND freight forwarding requirements arise on an urgent basis and may require contracted service within a less than 24 hour time frame.

Ship Charters:

1. Applicants must demonstrate to 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.
6. Explain how you propose to manage sub-contractor work and describe your sub-contractor performance management processes. Explain how you intend to implement and maintain quality assurance procedures for sub-contractors;

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 service provider /broker 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

Service providers and broker wishing to be considered for inclusion in one of these DND Transportation Source Lists must forward their complete submissions no later than November 15^th, 2016 to the Trevor Clark. E-mail submissions are acceptable.

Mr. Trevor Clark

National Defence Headquarters

MGen GR Pearkes Bldg

101 Colonel By Drive

Ottawa

K1A 0K2

Attention: D Maj Proc 8-3-6

Telephone: 613-945-2058

Email: Trevor.Clark@forces.gc.ca