From: Subject: References Dear Bidders, N ATO UNC LA SSIF IE D ...

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NATO UNCLASSIFIED Releasable to ISAF CO-13355-OPL Part IV Statement of Work 3.5.2. Project Meetings 3.5.2.1. General 3.5.2.1.1. Except as otherwise stated in the Contract, the following provisions shall apply to all meetings to be held under the Contract. 3.5.2.1.2. The Contractor shall take meeting minutes, submit them in draft version to the Purchaser for approval within three (3) working days of the meeting, post the final version of them on the Project portal within three (3) working days of receipt of Purchaser approval, and notify the Purchaser by email. 3.5.2.1.3. The participants shall not regard these minutes as a mechanism to change the terms, conditions or specifications of the Contract, or as a vehicle to alter the design or configuration of equipment or systems. Any such changes shall only be made by agreement, amendment or by authorised mechanisms, as set forth in the Contract. 3.5.2.1.4. Any documentation, even in draft format, that may be useful to the Purchaser in preparing for meetings and ensuring efficient discussions during the meetings shall be provided to the Purchaser no later than ten (10) working days before the meeting. 3.5.2.2. Design Review Meetings 3.5.2.2.1. The Contractor shall host the Design Reviews. 3.5.2.2.2. In addition to the scope and requirements for Design Reviews as described in SECTION 4: related to contract line number (CLIN) 1.4 of the schedule of supplies and services the Contractor shall provide the following, if applicable, at all Design Reviews: 3.5.2.2.2.1 Changes to the PMS; 3.5.2.2.2.2 Risk assessment of proposed changes, and an update of the Risk Log and Issue Logs. 3.5.2.3. Project Review Meetings 3.5.2.3.1. The Contractor shall coordinate and hold Project Review Meetings (PRM) with the Purchaser. 3.5.2.3.2. The PRM shall be held at least once a month, throughout the Contract period of performance. 3.5.2.3.3. One (1) week before each PRM, the Contractor shall provide a Project Status Report (PSR), in accordance with paragraph 3.5.1. NATO UNCLASSIFIED Releasable to ISAF 21/104
NATO UNCLASSIFIED Releasable to ISAF 3.5.2.3.4. Problems shall be identified by the Contractor PM and discussed with the Purchaser PM promptly; not held until the next PRM. CO-13355-OPL Part IV Statement of Work 3.5.2.3.5. The PRM shall be held, at the Purchaser’s discretion, either in Purchaser’s premises or via teleconference and, when possible, be scheduled with other project meetings. 3.5.2.4. Other Meetings 3.5.2.4.1. The Purchaser shall host all other meetings unless there is a specifically agreed need to review material, witness technical demonstrations, or perform any other activity outside of the Purchaser’s premises, as part of the meeting. 3.5.2.4.2. The Contractor shall identify to the Purchaser’s PM any other meetings with NATO personnel required to support this Contract. 3.5.2.4.3. Upon approval by the Purchaser’s PM, the Contractor shall schedule, organise, and conduct such meetings. 3.6.Risk Management 3.6.1. The Contractor shall establish and maintain an overall Risk Management process for the project following a formal project management methodology. The preferred methodology is Projects in Controlled Environments 2 nd Revision (PRINCE2). 3.6.2. This Risk Management process shall identify all risks (management, technical, schedule, and cost risks), evaluate each risk, and select a proposed response for each risk. 3.6.3. Evaluating each risk shall result in the risk being rated as High, Medium, or Low, based on its probability and impact. 3.6.4. For each risk, the proposed response shall be selected from the following list: 3.6.4.1. Prevention: Terminate the risk - by doing things differently and thus removing the risk, where it is feasible to do so. Countermeasures are put in place that either stop the threat or problem from occurring or prevent it from having any impact on the project or business; 3.6.4.2. Reduction: Treat the risk - take action to control it in some way where the action either reduce the likelihood of the risk developing or limit the impact on the project to acceptable levels; 3.6.4.3. Acceptance: Tolerate the risk – e.g. if nothing can be done at a reasonable cost to mitigate it or the likelihood and impact of the risk occurring are at an acceptable level; NATO UNCLASSIFIED Releasable to ISAF 22/104
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