Department of National Defence - Transportation Source Lists

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

DND’s 2016 Transportation Source Lists expire November 18, 2018. As such, DND is soliciting industry applications to renew each of these Source Lists.

1. Air Passenger Full Charter
   1. Domestic
   2. International
2. Air Cargo Full Charter
   1. Domestic
   2. International
3. Freight Forwarding
4. Ship Charter

A separate application is required for each Source List. Additionally, Applicants must include details to support which ever sub-grouping they are applying for, whether domestic and/or international.

3. Validity Period

DND’s 2018 Transportation Source Lists will remain valid for a two year period, beginning November 19^th, 2018. During this timeframe any DND transportation requirements that arise will be issued to the members of the appropriate Source List.

4. Application Process

To be included in any one of these 2018 Source Lists, Applicants must address all qualifying criteria in the appropriate Application Form at Section 6.

Applications submitted by November 15^th will be reviewed immediately and successful applicants included in the appropriate Source List effective November 19^th 2018. Applications submitted after November 15^th will be reviewed by DND as time and resources permit and once approved will be included in the appropriate Source List 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) cancel this solicitation at any time; and

(c) 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 the Industry Days is to meet Source List members, discuss DND’s contracting process and issues, and solicit industry questions and concerns. Attendance is not mandatory but considered beneficial for both industry and DND.

• The Freight Forwarding/Ship Charters Industry Day will be held Wednesday, October 24, 2018 from 9:00-12:00hrs.
• The Airlift Industry Day will be held Wednesday, October 31st, from 9:00-12:00hrs.

  Sealift:

  October 23^rd and 25^th as well as the afternoon of October 24^th are reserved for one-on-one meetings between DND and industry to discuss matters specific to that company. These will be scheduled on a first come first serve basis and will be relatively short, approximately 1 hour.

  Airlift

  October 30^th and November 1^st as well as the afternoon of October 31^st are reserved for one-on-one meetings between DND and industry to discuss matters specific to that company. These will be scheduled on a first come first serve basis and will be relatively short, approximately 1 hour.

  To attend an Industry Day please register as soon as possible by email to:  PATRICIA.STEWART2@forces.gc.ca . Please indicate what Industry Day(s) you are attending and whether you would like to be scheduled for a one-on-one meeting. Topics or questions for consideration at each Industry Day may be included in this email. DND reserves the right to not answer a question that may put at risk or abrogate the principles of federal contracting.

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

  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 Applications:

  1. Air Passenger Full Charter Application – Annex A
  2. Air Cargo Full Charter Application – Annex B
  3. Freight Forwarding Application – Annex C
  4. Sealift Charter Application – Annex D

Notes – All Airlift Lists:

1. Many of the contracts are of high value therefore Source List members 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.

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

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

   Notes - Freight Forwarding:

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.

Notes – Sealift Charter:

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.

7. 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 Canadian Free Trade Agreement (CFTA) applies.

8. Submissions

Service providers and broker wishing to be considered for inclusion in one of these DND Transportation Source Lists must forward their application to Trevor Clark.

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: 613-945-2836

Email: Trevor.Clark@forces.gc.ca