Consultancy Services Support H&S Unit (NATO)

Consultancy Services Support H&S Unit

 

 

DEADLINE: Wednesday 28th October 2020

Location: NATO HQ Brussels

 

PERIOD OF PERFORMANCE - Subject to other Contract provisions, period of performance under Contract will be from the date of Contract signature (tentative January 2021) through end of Contract duration - It is estimated that number of working days in 2021 will not exceed 50 man-days. It is estimated that number of working days in 2022 will not exceed 50 man-days.

Clearance Required: NATO SECRET

1.1 INTRODUCTION

1.1.1 This document provides background information about the Contract requirements, specifies the tasks to be performed, and the specialist products to be delivered by the Contractor, and identifies any relevant constraints and prerequisites for the execution of the Services.

1.2 BACKGROUND INFORMATION

1.2.1 The Contractor shall provide Health and Safety (H&S) specialist advice and support to the Organization. The Contractor shall perform the stated services through an on-site H&S Consultant, considered as Key Personnel for the Contract, to work under the supervision of the IS-EM-H&S Officer.

1.2.2 The stated H&S Consultant will act both as H&S adviser and H&S coordinator for the NATO HQ activities.

1.2.3 The H&S Consultant must be available for flexible working schedule arrangements during effective duration of the contract, to work on-site NATO HQ between Monday to Friday, for consecutive or non-consecutive duration, at least 8 working hours a day. Alternative performance of the services from Contractor’s home office may be agreed with the Service Manager for exceptional circumstances.

1.2.4 It is estimated that number of working days in 2021 will not exceed 50 man-days.

1.2.5 It is estimated that number of working days in 2022 will not exceed 50 man-days.

2.1 CORPORATE OBJECTIVE

2.1.1 Ensure a safe and cost-effective operation and maintenance of the NATO Headquarters in compliance with local Health& Safety standards.

2.1 CONTRACT OBJECTIVES

2.1.2 Procure high-quality specialist external support to assist the NATO H&S Officer in the fulfilment of the corporate objective stated above; and

2.1.3 Avoid or reduce the risk of potential conflicts of interest, particularly with respect to the procurement actions covering the acquisition and implementation of NATO systems, capabilities, works, and services other than those specified in this SOW, without causing a substantial negative impact on competition and quality of services.

2.2 MANAGEMENT OBJECTIVE

2.2 Allow the Contractor the maximum flexibility to innovatively manage its corporate resources, expertise, and subcontracts (if any) so as to provide a high-value contribution in support to the NATO’s corporate and contract objectives within existing constraints and a proper service management framework.

3.1 GENERAL

3.1.1 The Contractor shall provide the required support through the provision of an on-site Health & Safety (H&S) Consultant. This Consultant shall provide advisory services at NATO facilities or in direct contact with NATO staff, contractors and stakeholders. His/her activities will be coordinated and supervised by the NATO H&S Officer.

3.1.2 The H&S Consultant will be considered as Key Personnel for the performance of the Contract.

3.1.3 The Contractor must guarantee availability of enough qualified backup personnel to ensure the continuity of services and be able to address situations of unforeseen personnel non-availability (e.g., sick leave).

3.1.4 The Organization may seek to insulate the work of the Contractor’s Team members from any other interests the Contractor may have with NATO now or in the future. Therefore, the Organization may require the Contractor’s members to sign relevant non-disclosure agreements with the Organization and, as needed, subject him/her to audits of correspondence, including electronic correspondence and usage of electronic documents. The Contractor’s personnel will be required to comply with all instructions issued by the Organization that are required to ensure the insulation of the Team's work from any other activities that the Contractor may undertake now or in the future with NATO.

4.1 While performing at NATO sites, Contractor’s personnel must work during NATO official working hours (normally between 8:30–17:30, Monday to Thursday, and between 8:30-16:00 on Friday), unless otherwise specified in the Contract or orders issued under the Contract. Recognized holidays are official holidays approved by the NATO Headquarters. A list of the official holidays can be obtained from the NATO Service Manager designated in Contract.

4.2 Exceptionally, Contractor’s personnel may be required to work outside normal working hours.

4.3 Exceptionally, Contractor’s personnel may be required to deploy to other locations other than those specified in the Contract in order to participate in contract or project related meetings.

4.4 The Contractor’s H&S Consultant performing services under Contract shall work maximum 50 days, consecutive or not, in 2021 and maximum 50 days, consecutive or not, in 2022. Exact working period to be notified by the NATO Service Manager to the Contractor 15 calendar days before start of each working period.

4.5 During the agreed working period, the Contractor’s Key Personnel performing services under Contract shall take vacation and voluntary leave at times agreed between the Contractor and the designated NATO Project Manager.

5.1 The Organization will provide the Contractor with the following property and services for the performance of the Contract:

5.1.1 Office space and access to the NATO computer network, according to the Organization’s standards and security policies, for use by the H&S Consultant performing services at the NATO HQ; and

5.1.2 Access to relevant NATO security and facilities regulations, document templates, and any other reference materials specified in this SOW. 6.1 Except for those items or services specifically stated to be NATO furnished in Section 5 above, the Contractor shall furnish everything required to perform this Contract.

7.1 GENERAL

7.1.1 Under the guidance and supervision of the NATO Health and Safety Officer (NATO Service Manager), the Contractor will be responsible for the execution of the tasks and for the delivery of the specialist products specified in this SOW.

7.2 CONTRACT MANAGEMENT

7.2.1 The Contractor will be responsible for the management of the total work effort to include, but not limited to managing, absence and leave planning, scheduling, accounting, report preparation, establishing and maintaining records, and quality control. The Contractor must:

7.2.1.1 Provide a POC for planning and coordinating purposes prior, during, and after all tasks and activities to be performed under the Contract.

7.2.1.2 Provide the NATO Service Manager with a list of Contractor’s personnel not later than 2 days after the effective date of the Contract and as changes occur (R-1).

7.2.1.3 Provide the NATO Service Manager with copies of the security clearances of the personnel that will perform services at NATO facilities within 2 days of the effective date of the Contract and as changes occur (R-2).

7.2.1.4 Provide the NATO Service Manager with a biweekly checkpoint report about on-going and planned activities, and the status of project key performance indicators (e.g., estimates to complete for each project product) (R-3).

7.2.1.5 Provide other management reports that may be reasonably required by the Procurement Officer or the NATO Service Manager for the proper management of the Contract.

7.3 PROVISION OF HEALTH AND SAFETY SERVICES

7.3.1 As H&S advisor, the Contractor will perform the following tasks through the H&S Consultant:

7.3.1.1 Assist and monitor the development of a dynamic H&S risk-control system containing an inventory of all H&S risks together with a risk analysis and the related preventive measures,

7.3.1.2 Assist and monitor the suppliers with the NATO validation of the Individual H&S Plans,

7.3.1.3 Provide H&S briefing to NATO staff and suppliers,

7.3.1.4 Audit regularly audit projects for compliance and ensure alignment with H&S rules,

7.3.2 As H&S coordinator, the Contractor will act through the H&S Consultant as H&S coordinator in accordance with the Mobile and Temporary Works Royal Decree for the works that NATO will execute.

8.1 Contractor’s products and Services must comply with the acceptance criteria specified in the relevant product descriptions and Service Level Agreement (if applicable). The Contractor must implement an appropriate quality control process in order to make sure that the products and Services which are subject to quality review, inspection, or acceptance are of acceptable quality.

8.2 The Organization will immediately stop the review, inspection, acceptance or delivery of those products or Services that are affected by material deficiencies, significant omissions, or gross mistakes and return the delinquent products to the Contractor for correction, or in the case of Services, request the re-performance of the delinquent Service. The review and acceptance processes will be suspended until the Contractor’s shows that the product has been subject to a thorough quality control before being submitted again for review.

9.1 GENERAL

9.1.1 NATO will evaluate the Contractor’s performance under this task order in accordance with reasonable quality assurance procedures and techniques such as random and periodic inspections and surveys. All observations will be recorded by NATO Service Manager or his/her designees. When an observation indicates defective performance, the NATO Service Manager will obtain the Contractor’s representative’s initials on the record of the observation. Contract Discrepancy Reports will be issued wherever the nature and circumstances of the deficiency warrant such a measure.

9.2 PERFORMANCE EVALUATION MEETINGS

9.2.1 The Contractor’s contract or project manager may be required to meet periodically with the NATO Service Manager and the Procurement Officer during the period of Contract performance. Meetings will be scheduled as required. The Contractor may request meetings whenever a Contract Discrepancy Report is issued. The written minutes of these meetings shall be signed by the contractor’s manager, Procurement Officer, and NATO Service Manager. If the Contractor does not concur with the minutes, any areas of non-concurrence shall be submitted to NATO Service Manager within 10 working days of receipt of the signed minutes.

7. PRICES, AUTHORISED COSTS AND EXTENT OF OBLIGATION

1) The Organization shall pay the Contractor, for the provision of products and services delivered under this Contract, according to the prices specified in the Price Schedule. In case the Price Schedule refers to a firm-fixed daily rate, the daily rate includes wages, overhead, travel to and from the duty station, general and administrative expenses, and any applicable mark-ups. The daily rates specified are based on an eight-hour work day excluding meal breaks.

2) The Contractor shall be paid for the Services performed under this Contract in accordance with the prices specified in the Price Schedule. The stated prices shall be firm and fixed for the base period of the Contract and the extension options.

3) For the firm-fixed price Level-of-Effort contract type or Labour Contract type with specified labour rates in the Price Schedule, the stated rates shall be paid for all labour actually performed under the Contract that meets the requirements specified in the Contract. Labour incurred to perform tasks for which labour qualifications or Key Personnel requirements are specified in the Contract will not be paid to the extent the work is performed by individuals that do not meet the stated qualifications or requirements.

(i) Unauthorised overtime work will not be paid by the Organization. Further, the labour rate stated above shall not be varied by virtue of the Contractor having performed work on an overtime basis.

(ii) The Contractor shall be paid for actual direct labour hours effectively performed under firm-fixed labour rate specified in the Price Schedule, exclusive of vacation, holiday, sick leave, and other absences. In addition to this, the Contractor shall be reimbursed for personnel-related costs as follows:

(a) The amounts for travel and per-diem costs incurred by the Contractor’s personnel performing official missions to locations other than Brussels or the Contractor’s Home Office, if the work at such location was authorised by NATO Service Manager and must be documented with the corresponding NATO Service Manager’s travel authorization and the travel tickets and receipts. Amounts will be reimbursed according to NATO Travel on Duty (TDY) cost limitation and standards.

(iv) The Contractor’s personnel performing the service under the Contract must maintain time sheets specifying the hours actually worked per each day during the billing period. The time sheets will be presented to the NATO Project Manager or his/her designees at the end of each billing period for approval and signature, and will form the basis for payments.

4) Unless otherwise specified in other terms of the Contract or the relevant purchase orders, the prices specified in the Price Schedule include all the expenses in connection with this Contract. No additional sums will be paid to the Contractor for any cost that the Contractor might deem as necessary for the performance of the Contract

Requirements

• Clearance Required: NATO SECRET
• 3.2.1.1 Be national of a NATO member country.
• 3.2.1.2 Be in possession of a valid NATO security clearance up to NATO Secret level at least 30 days before beginning work on the project, which must remain valid throughout the period of the contract.
• 3.2.1.3 Possess a minimum proficiency in NATO’s official languages (English/French): V “Advanced”) in one; III (“Intermediate”) in the other as set in NATO STANAG 6001.
• 3.2.1.4 Possess Occupational Health and Safety degree, minimum level 2. (Health and Safety advisor, based on Belgian Health and Safety legislation: CODE).
• 3.2.1.5 Possess Occupational Health and Safety degree, minimum level B. (Health and Safety coordinator, based on Belgian Health and Safety legislation: Royal Decree 25 January 2001 – Mobile and temporary works).
• 3.2.1.6 Have a minimum of 5 years’ experience in the field of Health and Safety as Health and Safety adviser and Health and Safety coordinator.
• 3.2.1.7 Be proficient in the use of off-the-shelf analytical tools and software (e.g. Excel, Word, Outlook and PowerPoint).
• 3.2.1.8 Be working-at-height certified (type GOF3). (Life line, pylon, ladders and scaffolding) (The Contractor must provide proper personal protective equipment)
• 3.2.1.9 Have experience in the implementation of OHSAS 18001and/or ISO 45001.
• 3.2.1.10 Possess thorough experience in the assessment of occupational risks.
• 3.2.1.11 Possess good communication and writing skills.
• 3.2.1.12 Have effective communication skills.
• 3.2.1.13 Have ability to perform under stressful conditions.
• 3.2.1.14 Possess analytical skills.
• 3.2.1.15 Pay attention to detail and high level of accuracy.
• 3.2.1.16 Be able to work autonomously.
• 3.2.1.17 Possess adequate leadership and facilitation skills