Department of National Defence - Transportation Source List

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. However, there is still a requirement for DND to contract directly with air carriers, road carriers, and freight forwarders for some multi-modal movements. In the case of ship chartering, DND enters into Charter Party Agreements with vessel owners/operators.

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 current Source Lists will remain valid until August, 2014.

On an annual basis, DND will advise Industry of the existence of its Source Lists on the Government Electronic Tendering Service (BuyandSell.gc.ca).

In the event that a potential provider/broker 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. Submissions for inclusion on the Source Lists will be reviewed, as a minimum, semi-annually.

All suppliers included in 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 in the new Source Lists.

DND reserves the right to: (a) seek clarification from the provider/broker on any or all aspects of the document(s) submitted in response to this solicitation; (b) enter into negotiations with provider/broker 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, DND will provide one-on-one briefings to individual companies. These briefings will be held at the request of the prospective provider/broker. Questions to be addressed at these meetings must be submitted by the provider/broker in writing (by email) to the Point of Contact identified at the close of this notice. DND reserves the right not to answer any question that may put at risk or abrogate the principles of federal contracting.

Modal Criteria

Airlift

Providers /brokers 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 and/or cargo services are provided by the prospective provider/broker;

5) Identify the operations/activities within the last year being provided by the prospective provider/broker in order to ensure that providers/brokers are familiar with current regulations;

6) Identify recent passenger and/or 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;

7) Provide, in writing, references from at least three (3) of the Company’s non-DND passenger and/or cargo charter corporate clients;

8) Provide a letter of reference from a recognized financial institution (see Note # 2);

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

Notes

1) Following solicitations of bids and/or tenders from airline brokers/providers, the contract shall be with the broker/provider. Any disputes that arise will be resolved exclusively between the two signatories to the Contract.

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

3) When DND charters an aircraft, it is for the entire aircraft, which must be dedicated to the sole use of DND. Charters may involve numerous one-way trips, where the aircraft will return empty to conduct another flight, or round trips involving passengers and/or cargo being carried on both flights.

4) Government payments can take up to thirty (30) days to be processed from receipt of the invoice after the flight has been performed.

5) Current Conditions of Carriage for Airlift are provided as Annex A to this document for information purposes.

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

Sealift

A. Freight Forwarding

Providers 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, Company Tracking and Shipping Representative, and Company Representative for DND.

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

4) Provide confirmation that full cargo 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, in writing, references from at least three (3) of the Company’s non- DND cargo clients; and

8) Provide a letter of reference from a recognized financial institution.

Notes

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

B. Ship Charters

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

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

5) Provide, in writing, references from at least three (3) of the Company’s non-DND ship charter clients.

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 a DND approved and amended GENCON/GENTIME Charter Party.

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

Planning Considerations

If a 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 respective 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 to the following Points of Contact for each transportation mode. E-mail submissions are acceptable.

Airlift

Kelly Hewett-Hicks National Defence Headquarters MGen GR Pearkes Bldg 101 Colonel By Drive Ottawa K1A 0K2 Attention: D Maj Proc 8-3-2

Telephone: 613-945-2058 E-mail: kathleen.hewett-hicks@forces.gc.ca

Sealift

Ms. Lauren Devereux, National Defence Headquarters MGen GR Pearkes Bldg 101 Colonel By Drive Ottawa K1A 0K2 Attention: D Maj Proc 8-2-4

Telephone: 613-945-2207 Email : lauren.devereux@forces.gc.ca