NATO UNCLASSIFIED 27 April 2009 DOCUMENT AC/4-D(2008 ...

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NATO UNCLASSIFIEDANNEX 1AC/4-D(2008)0002-REV110. Agreement to use the Best Value procedure. The intention of a Host Nation(HN) to apply the BV procedure for the implementation of a project should be indicated atthe earliest possible moment, i.e. when the HN submits a request for Advance PlanningFunds (APF), and not later than in the Type B Cost Estimate (TBCE) and request forauthorization to commit funds, which should include the pertinent justification. Use of theBV procedure shall be subject to agreement by the Infrastructure Committee (IC); ICB(AC/4-D/2261(1996 Edition)), lowest compliant bid, remains the default method unlessanother is agreed.11. Definitions11.1 Top-level criteria are the highest level summary categories that will be used toevaluate bids. In line with AC/4-D/2261-ADD1(1996 Edition), they have in the pastincluded price, engineering, management, and supportability (eg. Land C2 InformationServices) but limiting to price (P) and technical (T) is now preferred.11.2 A technical criterion is defined as an element against which the bidders’ technicalproposal will be evaluated and scored and the associated weighting factors.12. The HN shall include in the TBCE at least the following information:12.1 a detailed risk analysis identifying those areas of risk on which the riskcharacterization of the project is based;12.2 the two top-level criteria – price and technical;12.3 the second-level technical sub-criteria 1 and the associated weighting factors 2 , whichshould logically map the identified risks; with a general description of what is to beevaluated under each second-level technical sub-criteria; the recommended technical subcriteriawill usually cover project management, bidder’s recognized internationalcertifications, technical approach/proposal, supportability, risk mitigation plan, life-cycleconsiderations, intellectual property rights, availability of proven products and services,etc. They shall be subject to agreement by the IC;12.4 Technical criteria shall normally make up 50 percent of the overall weighting withprice constituting the remaining 50 percent. The host nation may propose alternateweighting arrangements. The alternative weighting arrangements shall be limited totechnical criteria weights of in between 40 and 60 percent of the overall weighting.12.5 the price not to be exceeded in the bids, which will be 125% of the unadjustedamount authorised as financial scope unless agreed otherwise by the IC; the host nationmay request a deviation from this requirement before issuing the cahier des charges 3 ; and1 Technical sub-criteria (T1, T2, …) are the different elements that constitute the Technical Criterion.2Weighting factors (a%, b%, …, z%) indicate the relative importance of the top-level criteria and thesecond-level technical sub-criteria.3 The request should be supported by data from a market survey, bidders’ conference or other source.NATO UNCLASSIFIED1-3
NATO UNCLASSIFIEDANNEX 1AC/4-D(2008)0002-REV112.6 whether the HN will evaluate the bid price on the basis of the investment cost or onthe basis of the life-cycle (investment and operation and maintenance) cost; where lifecycle costs are proposed as part of the bid evaluation, the host nation shall provide detailsregarding the services bidders must provide, the duration of the life cycle portion of thecontract, and other details deemed relevant; where life cycle costs are included, the priceto be evaluated shall be determined by the Present Value of the investment payments andthe operation and maintenance (including outsourced manpower that might be required)payments over the estimated life cycle of the system.13. Authorisation by the IC13.1 The request to use the BV procedure must be addressed in the screening reportby the International Staff 4 , with special reference to the advantages and disadvantagesand the mapping between identified risks and the recommended technical criteria and theirweights.13.2 In addition to those items specified in AC/4-D/2261-ADD1(1996 Edition), theauthorization granted by the IC shall include the “not-to-exceed” cost that will be includedin the “cahier des charges”, and the basis on which the price criterion will be evaluated(investment or life-cycle cost).13.3 If the host nation’s request to an alternate technical/price breakdown is not agreed,the overall weighting reverts to the default 50/50 ratio.13.4 The inclusion of life cycle costs as part of the bid evaluation process shall besubject to agreement by the IC.14. Other Considerations. In order to avoid specifying requirements for a level ofperformance that is impossible to meet with the existing and available technology or toavoid unrealistic cost estimates, the HN shall consider the use of the Optional PreliminaryBidding Procedure (Annex II of AC/4-D/2261(1996 Edition), i.e. Request For Bidder Views(RFBV), and/or market surveys, when proposing to use BV procedures and document theiractions/recommendations in the TBCE.4Also for reports on pre-financing statements or when the host nation requests agreement to theprocurement strategy prior to main scope authorisation.NATO UNCLASSIFIED1-4
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NATO UNCLASSIFIED 27 April 2009 DOCUMENT AC/4-D(2008 ...

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