ministry of defence - whatdotheyknow

Ministry of Defence

DEFENCE GENERAL MUNITIONS Team

Contract No: DGM/1738

For:

Post Design Services (PDS) Supporting the Management of Ammunition Packaging

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TABLE OF CONTENTS: DGM/1738

SCHEDULE OF REQUIREMENTS

CONTRACT TERMS AND CONDITIONS:

1. GENERAL CONDITIONS

1.1. DEFCONS

1.2. CONTRACT DURATION

1.3. OPTIONS

1.4. AMENDMENTS TO CONTRACT

1.5. RESPONSIBILITY OF THE CONTRACTOR

1.61 CONTRACTOR'S PERSONNEL

1.7. SUB-CONTRACTS

1.8. COMPLIANCE WITH THE ELECTRONIC TRANSACTIONS AGREEMENT

2. SPECIFICATIONS, PLANS, ETC

2.1. DEFCONS

2.2. DELIVERABLE QUALITY PLAN

2.3. NATO QUALITY ASSURANCE REQUIREMENTS (DESIGN/DEVELOPMENT AND PRODUCTION)

2.4. QUALITY ASSURANCE REPRESENTATIVE

2.5. RISK

2.6. TASKING PROCEDURE

3. PRICE

3.1. DEFCONS

3.2. PRICES OF ARTICLES AND SERVICES

3.3. CHANGES TO REQUIREMENT

4. INTELLECTUAL PROPERTY RIGHTS

4.1. DEFCONS

4.2. PROCEDURE FOR MAKING DIRECT AGREEMENTS WITH SUB-CONTRACTORS

5. LOANS

5.1. DEFCONS

5.2. ISSUE OF GOVERNMENT FURNISHED INFORMATION (GFI)

6. DELIVERY

6.1. DEFCONS

6.2. DELIVERY

6.3. CONSIGNMENT

6.4. ACCEPTANCE

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7. PAYMENTS/RECEIPTS 7.1. DEFCONS

7.2. PAYMENT

8. CONTRACT ADMINISTRATION 8.1. DEFCONS

8.2. MEETINGS

8.3. PROGRESS MANAGEMENT AND ACCESS

APPENDICES AND ANNEXES

Appendix DEFFORM 111

Annex A Statement of Technical Requirements

Annex B Man Day, Manufacturing Rates & Subsistence Rates

Annex C Tasking Form

Annex D Payment and Task Register

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1 GENERAL CONDITIONS

1.1 DEFCONS

DEFCON 76 (Edn. 12/06) - Contractor's Personnel at Government Establishments.

DEFCON 117 (Edn. 10/13) - Supply of Information for NATO Codification Purposes.

DEFCON 501 (Edn. 06/14) - Definitions and Interpretations.

DEFCON 503 (Edn. 06/14) - Formal Amendments to-Contract.

DEFCON 514 (Edn. 08/15) - Material Breach.

DEFCON 515 (Edn. 10/04) - Bankruptcy and Insolvency.

DEFCON 516 (Edn. 04/12) - Equality.

DEFCON 518 (Edn. 11/12) - Transfer.

DEFCON 520 (Edn. 08/15) - Corrupt Gifts and Payments of Commission.

DEFCON 521 (Edn. 04/12) - Sub-Contracting to Supported Businesses.

DEFCON 526 (Edn. 08/02) - Notices.

DEFCON 527 (Edn. 09/97) - Waiver.

DEFCON 528 (Edn. 05/12) -Overseas Expenditure, Import and Export Licences.

The COntractor's attention is drawn to clause 1 of DEFCON 528 requiring notification of overseas

expenditure. In this connection, the Contractor shall, within one month of acceptance of the Contract, notify

the Contracts Branch of details of any overseas Sub-Contract or order he has placed, or intends to place, in

aid of the contract. Details to be provided are: Contract No; Country in which Sub-Contract placed/to be

placed; Name, Division and full postal address of Sub-Contractor; Value of Sub-Contract as applicable to

main contract; Date placed/to be placed. If no overseas orders are to be placed, the Contractor shall advise

the Contracts Branch to this effect in the same timescale.

Appendix to DEFCON 528 - Overseas Expenditure, Import and Export Licences.

DEFCON 529 (Edn. 09/97) - Law (English).

DEFCON 530 (Edn. 12/14) - Dispute Resolution (English Law).

DEFCON 531 (Edn. 05/05) - Disclosure of Information.

DEFCON 532A (Edn. 06/10) - Protection of Personal Data (Where Personal Data is not being processed on

behalf of the Authority).

DEFCON 537 (Edn.

DEFCON 538 (Edn.

DEFCON 539 (Edn.

DEFCON 550 (Edn.

DEFCON 566 (Edn.

DEFCON 620 (Edn.

DEFCON 656 (Edn.

06/02) - Rights of Third Parties.

06/02) - Severability.

08/13) -Transparency.

02/14) - Child Labour and Employment Law.

05/15) - Change of Control of Contractor.

06/14) - Contract Change Control Procedure.

03/06) - Break.

DEFCON 681 (Edn. 06/02) - Decoupling Clause - Subcontracting With The Crown.

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DEFCON 691 (Edn. 03/15) — Timber and Wood — Derived Products.

1.2 Contract Duration

1.2.1 The Contract is for a period of 3 years from Contract award.

1.3 Options

1.3.1 In addition to the services detailed at Items 1 and 2 in the Schedule of Requirements, the Contractor, in consideration of the award of this Contract, hereby grants the Authority the irrevocable option to extend the Contract utilising the Option Year prices included at Annex B, provided that the Authority provides at least one month's notice.

1.3.2 The Authority undertakes to notify the Contractor by way of a suitable Contract amendment to the Contract, or by way of any such subsequent Contract(s), of the intention to exercise its option to purchase additional years as described. Any contract or amendment placed in furtherance of these options shall be subject to the terms and conditions applying to this Contract

1.3.3 No guarantee is given by the Authority that any additional work shall be required, and if it is required, the Authority shall not be committed to order them by exercising the above referenced options.

1.3.4 The Authority reserves the right to seek competitive tenders for the option requirement(s) detailed in Condition 1.3.1 within the period specified for the exercise of that option. In such event, the Contractor shall not relinquish any of his obligations to supply the option requirement(s) detailed in Condition 1.3.1 nor shall the Authority waive any of its rights under the said condition

1.4 Amendments to Contract

1.4.1 Nothing said, done, or written, by any person, nor anything omitted to be said, done, or written, by any person, including, but without limitation, any servant or agent of the Authority, shall in any way affect the rights of the Authority, modify, affect, reduce or extinguish the obligations and liabilities of the Contractor under the Contract, or be deemed to be a waiver of the rights of the Authority, unless stated in writing and signed by the Authority's Commercial Manager (as identified in Box 1 of the attached DEFFORRM 111 — Appendix to Contract) or his nominated representative.

1.5 Responsibility of the Contractor

1.5.1 The Contractor shall be entirely responsible for undertaking the work detailed in the Schedule of Requirements. It is his responsibility to ensure and demonstrate to the Authority that all Articles supplied meet the requirements specified in the Contract. Should any part of the Articles supplied under the Contract fail to meet all the specifications, criteria pnd requirements of the Contract, the onus will be on the Contractor, at no extra cost to the Authority, to remedy any shortcomings and demonstrate that the relevant specifications, criteria and requirements of the Contract are met in full.

1.5.2 The Contractor's responsibilities in relation to those defined elsewhere shall also include but not be limited to:-

i. the placing, administration, control and management of all Sub-Contracts required to meet the requirement defined in the Schedule of Requirements, regardless of the method by which the Sub-Contractor may be selected (See also Condition 1.6 — Sub-Contracts);

ii. planning, programming and progressing of the work, including appropriate documentation;

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iii. financial management of the work, including financial control and monitoring of all Sub-Contracts;

iv. Providing the Authority with the information it reasonably requires to satisfy itself on a continuing

basis that the work is proceeding to time and performance.

1.6 Contractor's Personnel

1.6.1 For the purpose of this Contract, the term "Contractor's personnel" shall include all employees of the

Contractor and Sub-Contractors to the Contractor who are assigned to the Contract. The Contractor shall

bear full responsibility for the actions of his personnel throughout the duration of the Contract.

1.6.2 Only persons with appropriate qualifications and competence for the activities on which they are engaged

shall be employed under the Contract.

1.6.3 The Contractor warrants that he will provide suitably qualified personnel, and all other resources necessary,

to complete the Contract.

1.7 Sub-Contracts

1.7.1 The Contractor shall be entirely responsible for the management of all Sub-Contractors under this Contract.

This includes acceptance of responsibility for the delivery of their required outputs, and for ensuring that

they are subject to the terms and conditions of this Contract.

1.7.2 The Contractor shall not place any Sub-Contract or order required under this Contract, in excess of £250,000

or with any critical Intellectual Property Rights (IPR) without the prior written approval of the Authority.

1.7.3 The Contractor shall include in any Sub-Contract or order the same terms and conditions as are included in

this Contract, modified, if necessary, so as to apply to the Sub-Contractor.

1.7.4 The Contractor will be required to report on the progress of all Sub-Contracts as part of his progress reports

to the Authority.

1.8 Compliance with the Electronic Transactions Agreement

1.8.1 The Authority and the Contractor shall comply with the Electronic Transactions Agreement comprised in the

completed DEFFORM 30, reference: MOD/GORDANO SUPPORT GROUP LTD/DGM/1738/Defform 30 Edn

02/14.

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2 SPECIFICATIONS, PLANS, ETC

2.1 DEFCONS

DEFCON 129J (Edn. 07/08) — The Use of the Electronic Business Delivery Form.

DEFCON 502 (Edn. 06/14) — Specifications Changes.

DEFCON 602A (Edn. 12/06) — Deliverable Quality Plan.

Unless otherwise notified, the Quality Plan shall be delivered to the Project Manager within 3 months of contract award and shall be considered accepted 1 month after delivery subject to the satisfaction of the Project Manager.

DEFCON 606 (Edn. 06/14) — Change and Configuration Control Procedure.

DEFCON 624 (Edn. 11/13) — Use Of Asbestos.

DEFCON 627 (Edn. 12/10) —Requirement for a Certificate of Conformity.

DEFCON 630 (Edn. 03/15) — Framework Agreements.

DEFCON 637 (Edn. 08/99) — Defect Investigation and Liability.

DEFCON 644 (Edn. 05/15) — Marking of Articles.

2.2 Deliverable Quality Plan

2.2.1 The Quality Plan will be jointly devised by the Authority and the Contractor following the first meeting post Contract award. Once the Deliverable Quality Plan has been agreed by the Authority it shall be incorporated into the Contract. The Contractor shall be solely responsible for the accuracy, suitability and applicability of the Deliverable Quality Plan.

2.3 NATO Quality Assurance Requirements (Design/Development and Production)

2.3.1 For the purposes of the Contract AQAP2110 Edition 3 entitled "NATO Quality Assurance Requirement for Design/Development and Production" and Defence Standard 05-61 Part 1 (Concessions) Issue 4 shall apply.

2.4 Quality Assurance Representative

2.4.1 All reference to the QAR in documents which form part of this Contract shall be read as referring to the Project Manager specified in Box 2 of the DEFFORM 111 provided as an Appendix to this Contract.

2.5 Risk

2.5.1 The Contractor acknowledges that any risk assessment that has been, or may be, undertaken in connection with this Contract has been, or will be, a Project Management function only. Such risk assessment does not affect the legal relationship between the parties. The issuing of any risk assessment register and the process of risk assessment generally, including, without limitation, the identification of (or failure to identify):-

i. particular risks and their impact; or

ii. risk reduction measures, contingency plans and remedial actions shall not in any way limit or exclude the Contractor's obligations under this Contract, and shall be entirely without prejudice to the Authority's rights, privileges and powers under this Contract.

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2.5.2 The risks identified as a result of any risk assessment questionnaire and risk assessment process generally,

remain the risks of the Contractor, and are not assumed by the Authority except to the extent that the

Authority expressly and unequivocally accepts those risks under the Contract. Any risk assessment

questionnaire that has been or will be issued by the Authority is or will be released solely on this basis.

2.6 Tasking Procedure

2.6.1 AU work undertaken against Schedule Items 1 and 2 shall be requested and authorised as Tasks and shall be

managed and performed in accordance with this Condition. All work shall be performed and completed to

the requirements of the Contract and to the satisfaction of the Authority or his authorised representative.

Each Task shall be initiated and defined by the use of a Task Administration Form (TAF) (Annex C).

2.6.2 Tasks may be proposed by either the Authority or the Contractor. Tasks shall be identified by the TAF

sequential serial number allocated by the Authority and the Contractor shall use this reference number in all

communications with the Authority. The Contractor may allocate additional reference numbers for the

convenience of their own internal systems.

2.6.3 The Authority and the Contractor shall define and agree a specific package of work to be undertaken against

each Task on TAF Part 1.

2.6.4 The Contractor shall, upon agreement and completion of Part 1 of the TAF, submit at Part 2 a Firm Price

quotation, utilising the rates as detailed at Annex B to the Contract and with a timescale/completion date

that shall remain achievable during the validity of the quotation.

2.6.5 When a Firm Price has been agreed the Authority shall authorise the Task by signing Part 3 of the TAF,

whereupon the Contractor shall commence work upon the TAF The authorising Commercial Officer will

provide a copy of this to the Contractor and raise a Purchase Order through the P2P system. The order

details shall reference the Task requirement number, need by date and Firm price as a minimum.

2.6.6 No work shall be undertaken on the proposed TAF until the TAF Part 3 has been authorised by the Authority

and accepted by the Contractor.

2.6.7 On conclusion of the Task, the Contractor shall complete and return the TAF Part 4 to the Authority. Upon

acceptance by the Authority of the TAF Part 4, in accordance with the criteria defined at Part 1, the

Contractor will then claim payment for the TAF on the corresponding P2P system.

2.6.8 Prior to submitting the TAF Part 4, the Contractor must consider whether any Intellectual Property has been

generated while undertaking the Task. If applicable, the Contractor must then complete a DEFFORM 315

detailing this information and return it with the TAF Part 4. Failure on the part of the Contractor to provide a

completed DEFFORM 315 does not prejudice the Authority's right to any Intellectual Property generated

under this Contract.

2.6.9 Details of all agreed Tasks shall be recorded on the Payment and Task Register at Annex D. This will be

formally updated via Contract Amendment at six monthly intervals, unless otherwise agreed between the

Authority and the Contractor. The Contractor must also archive all Task data files on their data management

system.

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3 PRICE

3.1 DEFCONS

DEFCON 127 (Edn. 10/04) — Price Fixing Conditions for Contracts of Lesser Value. (Applicable to any additional work added to the Schedule of Requirements with a value under £250,000).

DEFCON 643 (Edn. 10/04) — Price Fixing. (Applicable to any additional work added to the Schedule of Requirements with a value at or over £250,000).

3.2 Prices of Articles and Services

3.2.1 The Prices under Schedule Item 1.1; shall be Firm and not subject to escalation.

3.2.2 The Prices under Schedule Items 1 and 2 shall be agreed on a Task by Task basis in accordance with the provisions of DEFCON 127 or DEFCON 643 as appropriate and using the agreed Firm Rates at Annex B.

3.2.3 All Contract prices are inclusive-of all appropriate taxes (but not UK VAT — see DEFCON 513), royalties, licence fees and the cost of complying with all Conditions of Contract. All prices exclude Import Duties and Customs Fees.

3,2.4 The Price is the price of the articles and services described in the Schedule of Requirements and takes account of all work required under the Contract, including travel and living expenses for personnel working on the project, documentation, packaging, transportation, loading, unloading and handling.

3.3 Changes to Requirement

3.3.1 Should there be any significant changes to the baseline requirement for whatever reason, then the Authority reserves the right to re-negotiate any or all applicable prices.

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4 INTELLECTUAL PROPERTY RIGHTS

4.1 DEFCONS

DEFCON 14 (Edn. 11/05) — Inventions and Designs Crown Rights and Ownership of Patents and Registered

Designs.

DEFCON 15 (Edn. 02/98) — Design Rights and Rights to Use Design Information.

DEFCON 21 (Edn. 10/04) — Retention of Records.

DEFCON 90 (Edn. 11/06) — Copyright.

DEFCON 126 (Edn. 11/06) — International Collaboration Clause.

DEFCON 632 (Edn. 08/12) — Third Party Intellectual Property - Rights and Restrictions.

DEFCON 703 (Edn. 08/13) — Vesting in the Authority

4.2 Procedure for Making Direct Agreements with Sub-Contractors

4.2.1 The Contractor shall not place any Sub-Contract or order involving the design or development of equipment

required under this Contract without the prior approval of the Authority.

4.2.2 The Contractor shall not enter into any commitment in relation to the equipment specified in the DEFFORM

177, as may be amended from time-to-time, until the Sub-Contractor has entered into an agreement with

the Authority. Wherever possible the request for approval should be accompanied by two copies of the

agreement signed by the Sub-Contractor. If, in any case the Contractor is unable to comply with this

condition he shall report the matter to the Authority and await further instructions before placing the Sub-

Contract or order.

4.3 DEFFORM 315

4.3.1 It is the responsibility of the Contractor to ensure that a DEFFORM 315 is completed and returned with the

TAF Part 4, Certification of Completion of Task, when Intellectual Property has been generated under the

Tasking process.

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5 LOANS

5.1 DEFCONS

DEFCON 611 (Edn. 07/10) - Issued Property.

DEFCON 694 (Edn. 02/12) - Accounting For Property of the Authority.

5.2 Issue of Government Furnished Information (GFI)

5.2.1 The Contractor shall request GFI using the Tasking Form at Annex C. The request for GFI shall be clearly identifiable, indicating when the GFI is required by and where it should be delivered.

5.2.2 The Authority will endeavour to supply the requested GFI but cannot guarantee to be able to provide or provide by the date required. The Contractor should therefore include within his request for GFI the impact of the Authority being unable to comply with his request.

5.2.3 Any GFI whatsoever of a technical nature which has been provided to the Contractor by the Authority under the Contract is given without liability, the Contractor being completely liable for any use he may make of such information in the execution of the Contract. Any information provided by the Authority may not be disclosed to third parties other than for the purpose of the Contract without the prior approval of the Authority.

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6 DELIVERY

6.1 DEFCONS

DEFCON 5J (Edn. 03/15) — Unique Identifiers.

Where used in conjunction with contracts for services, Clause 4 of the DEFCON shall not apply.

DEFCON 92 (Edn. 08/90) — Failure of Performance.

DEFCON 113 (Edn. 10.04) — Diversion Orders.

DEFCON 507 (Edn. 10/98) — Delivery.

DEFCON 524 (Edn. 10/98) — Rejection.

For the purposes of Clause 6 the period shall be 30 calendar days for the replacement of any rejected article.

DEFCON 525 (Edn. 10/98) — Acceptance.

For the purposes of Clause la) and lb) the period within which the Authority can reject articles and the

elapsed time since delivery shall be 30 calendar days.

DEFCON 612 (Edn. 10/98) — Loss of or Damage to the Articles.

DEFCON 621A (Edn. 06/97) — Transport (If the Authority is Responsible for Transport).

DEFCON 62113 (Edn. 10/04) — Transport (If the Contractor is Responsible for Transport).

6.2 Delivery

6.2.1 All Articles required under Schedule Items 1 & 2 are to be delivered in accordance with the agreed Tasking

Form and the DEFCONs included in this contract.

6.3 Consignment

6.3.1 All Articles required under Schedule Items 1 & 2 are to be consigned as detailed on the Tasking Form and in

accordance with the DEFCONs included in this contract.

6.4 Acceptance

6.4.1 Acceptance criteria for Tasks placed under the Contract shall be as stipulated on the individual Task Form

and in accordance with the DEFCONs included in this contract.

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7 PAYMENTS/RECEIPTS

7.1 DEFCONS

DEFCON 509 (Edn. 09/97) — Recovery of Sums Due.

DEFCON 513 (Edn. 06/10) — Value Added Tax.

DEFCON 522J (Edrf. 05/03) — Payment under P2P.

DEFCON 523 (Edn. 03/99) — Payment of Bills Using the Bankers Automated Clearing Service (BACS) System.

DEFCON 534 (Edn. 06/97) — Prompt Payment (Sub-Contracts).

7.2 Payment

7.2.1 Payment to the Contractor for all Schedule Items shall be made in arrears by the Authority on completion based on their respective Firm Prices and upon submission by the Contractor, of an appropriate Invoice in accordance with DEFCON 5221

7.2.2 Payment to the Contractor of the agreed Prices in respect of specific Tasks carried out under the Contract shall be made by the Authority on satisfactory completion by the Contractor of all work covered by each individual Task, and upon submission by the Contractor of an appropriate invoice in accordance with DEFCON 522J

7.2.3 Costs for travel and subsistence relating to Quarterly Progress Meetings shall be submitted to the Commercial Officer after each meeting and shall be included within the payment for the meeting when added to P2P.

7.2.4 Costs for travel and subsistence relating to Task specific support activity shall be included in the original Tasking order form.

7.2.5 All Payments made under this contract shall be recorded on the Payment and Task Register at Annex D, which will be formally updated via Contract Amendment at six monthly intervals, unless otherwise agreed between the Authority and the Contractor.

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8 CONTRACT ADMINISTRATION

8.1 DEFCONS

DEFCON 604 (Edn. 06/14) — Progress Reports.

DEFCON 608 (Edn. 10/14) — Access and Facilities to be Provided by the Contractor.

DEFCON 609 (Edn. 06/14) — Contractor's Records.

DEFCON 642 (Edn. 06/14) — Progress Meetings.

8.2 Meetings

8.2.1 The Supplier is to undertake Quarterly Progress Meetings...

8.2.2 For all other meetings the Supplier is to provide facilities or travel to MoD Abbey Wood and provide

secretarial support.

8.2.3 The Supplier shall record, produce and distribute minutes of meetings within 20 working days.

8.3 Progress Management and Access

8.3.1 The Authority must be kept informed of, and have the facilities for its representatives to assess, the progress

of the work under the Contract. Accordingly, and notwithstanding the requirements for particular

information detailed elsewhere in the contract, the Contractor shall keep the Authority's Project Manager

informed and, whenever the need arises, inform him as appropriate, and without delay, of any matter which

has, or may have, a significant effect on the planned execution of the Contract or individual Task.

8.3.2 The Contractor shall also provide the Authority's representatives with reasonable access to any relevant

technical and/or commercial information. The Contractor shall ensure that similar rights, requirements, and

facilities are contractually secured in respect of his Sub-Contractors.

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Annex A To Contract DGM/1738

Statement of Technical Requirement (SOTR)

Munitions Packaging — Design & Production — Enabling Contract

Introduction

1. The Defence General Munitions Project Team (DGM PT) requires a Design and Production

(D&P) enabling contract to support in its management of munitions. This support covers

a number of discrete areas detailed in the following defined 'Items':

a. Item 1— Requirements i. New Design ii. Update or Amendment of Existing Data

iii. Advice & Investigation (Technical Support)

iv. Project Meetings v. Procurement

b. Item 2 — Data Management i. Data Storage ii. Drawing Ownership

2. The initial notification of a Task requirement will be communicated by the MOD Task

Manager to the Contractor. The procedure and management of a Task are to be

conducted as per the process detailed in the Contract. The MOD Task Manager will be

jointly responsible with the Contractor in managing the portfolio of work.

3. Tasks/requirements will become formal once a quotation for the work to be undertaken

is provided by the Contractor. Prior to any commencement of work, a final confirmation

by the Contractor will be supplied to the Authority to endorse a starting date for the Task.

4. This SOTR has been compiled with reference to the associated regulations, guidance and

principle references. For the compiled list, please contact the undersigned for more

details; yet it is accepted that the provided list only includes the currently identified

references, so further initial core references could be found at a later date as this list is

not exhaustive.

Item 1— Requirements

New Design Scope

5. The principle reference document for this Contract Item is Defence Standard 00-88 —

Packaging of Ammunition and Explosives. Explosives and Packaging Material

Compatibility is a key consideration.

6. Design and Development including (but not limited to) the following items.

i. Packaging Components ii. Ammunition Containers (AC)

iii. Ammunition Container Assembles (ACA)

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iv. Unit Load Specifications (ULS) v. Associated tooling

New Design Criteria

7. The following general activities are included under SOTR Item 1.i:

a. Liaise with the nominated customer lead to define/finalise the full scope of the Task and required outputs.

b. Assist the nominated customer lead in the preparation of the Statement of Packaging Requirements (SOPR).

c. Presentation of draft Packaging Design including, as required, a physical prototype(s) and tooling.

d. Supporting the nominated customer; lead in gaining Temporary ESTC Classification using MOD Form 1655.

e. Supporting the nominated customer; lead in their preparation for User Safety & Suitability (53) Tests and Interface.

f. Provision of certification and test results to facilitate design approval.

g. The preparation of Ammunition Marking Drawings (AMD).

h. Supporting the nominated lead in their interface and communication with the Vehicle Certification Agency (VCA) and securing the UN Packaging Performance Certificate. This is to include as defined the supply of the Method of Pack Drawing (MoP).

i. Arrange and manage the testing of ULS in accordance with STANAG 2828 and facilitate redesign and retest should there be original design fail of the test. This to include supporting the nominated customer lead in requesting a Unit Load Specification Number/Description and design approval by the DOSG ESTC representative in accordance with JSP 762.

j. To codify new items of packaging and obtain the associated MOD reference numbers for the following items:

i. Model Numbers for the AC and ACA ii. Drawing Number for the AMD iii. Serial Number for the ULS

k. To produce and supply a full suite of drawings and technical data of the new design and information to meet Regulatory Requirements to underpin the approved design, including but not limited to:

i. Component — Drawings and Parts List

OFFIGIAL—SENSITIVE-C-914110C-RelAt Page 2 of 7


ii. Ammunition Container — General Arrangement Drawing, Parts List and

Component Drawings iii. Ammunition Container Assembly — General Arrangement Drawing, Parts

List and Component Drawings

iv. Ammunition Marking Drawings — Both the Munitions and Packaging

v. Unit Load Specification - Test Report, Configuration Load Drawings Draft

Schedule and ULS Label Drawings

Update or Amendment of Existing Data Scope

8. Update or amendment of existing data as defined by each individual Task. Amendments

could be some or all of the following: Ammunition Containers (AC), Ammunition Container

Assemblies (ACA), Unit Load Specifications (ULS), Unit Load Marking Labels, Method of

Pack (MoP), Ammunition Marking Drawings (AMD) for Munitions or Packaging and

Illustrations.

Update or Amendment Criteria

9. Maintenance by undertaking minor drawing amendments to the existing drawings within

the DGM Drawings Portfolio (DGMDP). Each update or amendment activity will be

initiated by the Authority and notified to the Contractor by utilising the formulated task

procedure as detailed in the Contract.

10. Any significant amendments to the existing data will be recorded by utilising alternative

Contract Items as it is expected complex amendments will likely to utilise SOTR Items 1.i,

1.ii and 1.iii to achieve the required amendment input.

Advice and Investigation (Technical Support) Scope

11. Provision of advice and investigation to the Authority will encapsulate varying

requirements. Generally, technical guidance and expertise will be needed in munitions

packaging and designs with the ability to manage/undertake the overseeing of

investigational work in regards to testing and reporting. Provision for the interpretation

of existing 'Regulatory Requirements' and 'Technical Documents' into recommendations

will be expected.

Advice and Investigation Criteria

12. The following general activities are included under SOTR Item 1 iii:

a. Review and assess the impact of changes to Regulatory Requirements and

Technical Documentation, including where necessary the provision of

recommendations to support the nominated customer leads response and/or

necessary action.

b. Review, investigation and assessment of Packaging Non Conformance Reports

(NCR) and perceived packaging design defects including where necessary the

OFFICI AL SENSITIVE COMMERCIAL

Page 3 of 7


provision of recommendations to support the nominated customer leads response and/or necessary action to address the fault.

c. Testing of packing material, components, AC and AC configurations to ascertain alignment with defined Regulatory Requirements and Technical Documentation.

d. To provide or research material data to inform the safe and efficient disposal of redundant packaging.

e. To represent or accompany the nominated customer lead to packaging related meetings and/or forums. This could include (but is not limited to) the following UK establishments.

i. MOD Munitions Depots ii. Munitions manufacturers iii. Tri-Service Units iv. Ranges v. Testing establishments vi. Other Industry Companies and their premises

f. To provide meeting minutes (inclusive of a record of decisions, actions and options proposed) within 20 working days, unless alternative agreements are made within the meeting forum.

g. Provision of free over the phone ad hoc Technical advice for calls of less than 30 minutes in duration.

Project Meetings Scope

13. The Contractor is to undertake Quarterly Progress meetings (four per year) with the MOD Task Manager,and supply a report detailing the status of each open Task and the predicted completion projection as required. For all other meetings, to be specified and agreed through Tasking, the Contractor is to provide facilities (or travel to MOD Abbey Wood) and provide secretarial support.

a. Record, produce and distribute minutes of meetings within 20 working days.

Procurement Scope

14. During the Contract period the ad-hoc procurement and manufacturing of packaging items is expected. The projected procurement items of Packaging include but is not limited to the following:

a. Packaging Components

b. Ammunition Containers

c. ACA Furniture

Off4C-IAL-5R61-TPA-E0MNIEfiGhot6 Page 4 of 7


d. ULS Furniture

e. Tooling

15. Manufacturing materials will include but are not limited to the following:

a. Steel (with varying coatings)

b. Aluminium

c. Plastic

d. Expanded Polyethylene

e. Polystyrene

f. Wood (Natural and Composite)

g. Fibreboard

Procurement Criteria

16. A breakdown of costs is to be provided for each Task, including where applicable prices

that have been obtained from any sub-contractor.

17. Newly acquired items are to be delivered to the nominated address defined within each

Task, with the cost included in the overall Task pricing. Delivery locations could include

but are not limited to the following UK establishments:

a. MOD Munitions Depots

b. Munitions Manufacturers

c. Tri Service Units

18. Any defective Item(s) are to be collected and replaced with a correct and functional Item.

19. For the occasions where a non conformance is identified against the contractual

requirements for a production Task; the assessment of the non conformity and the

requirements for applying to the Authority for a concession can be undertaken.

Item 2— Data Management

Data Storage Scope

20. During the course of the Contract effective data management techniques are to be

undertaken in accordance with SOTR Item 2. We would welcome innovative thoughts and

ways of working in regards to data management and accessibility for this Tasking Contract.

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Data Storage Criteria

21. All new, existing designs, drawing packs and reports are to be retained and stored in secure facilities for the duration of the Contract.

22. The minimum requirement concerning file format is that all drawings and reports are to be in Adobe Acrobat (file extension .pdf).

23. The Contractor is required to provide either direct access to all to the retained data (task details/portfolio, all drawings, correspondence etc.) or a system process to release the required data as hard or soft copy when requested by the customer lead.

24. The Contractor' is to provide reassurances of configuration management policy by providing detail of existing (or planned) processes to manage the data in the short and longer terms, integrity and security aspects to the data system, policies to recover data/back up procedures and file management methodology.

25. The provision of any hardcopy, master drawings are to be reproduced and be at a suitable standard for competitive tendering.

26. Due to the potentially sensitive content of the data; the entire data management system will be subject to routine audit and checks by both the Contractor and Authority.

Drawing Ownership Scope

27. Ownership of the drawing elements will be determined via two main categories;

a. Ownership of pre-contract drawings and designs will reside with the Authority and the previous Contractor of the technical drawing. Provision and access to those drawings will be provided at the commencement of this new Contract. Those electronic records and files will be maintained.

b. All requests to use existing drawing packs as research for determining either new or a revision to a design/packing configuration must be directed to the Authority.

28. Ownership and Intellectual Property Rights of new packing designs will be jointly retained by the Contractor and the Authority. The Authority will have full user rights of the design and will not be constrained to specific manufacturing providers nor will this agreement be time limited.

Point of Contact

29. For further information concerning this specification, please refer to the DGM PT Project Manager as detailed at Box 2 of the DEFFORM 111— Appendix to Contract.

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Annex B To Contract DGM/1738

FIRM MAN-HOUR RATES (Schedule Item No.1)

Firm Man - Hour Rates (Inclusive of Profit and overheads) OPTION YEARS

Year 1 Year 2 Year 3 Year 4 • Year 5

GRADE £ £ £ £ £

Managing Consultant Principle

Consultant Consultant

Support Assistant

FIRM MAN-HOUR RATES (Schedule Item No.2)

Firm Man - Hour Rates (Inclusive of Profit and overheads) OPTION YEARS

Year 1 Year 2 Year 3 Year 4 Year 5

GRADE £ £ £ £ £

Managing Consultant Principle

Consultant Senior

Consultant Consultant

Junior Consultant

•

Technical Consultant

Senior Author Author

Illustrator Administrative

Support

Annex B To Contract DGM/1738

FIRM TRAVEL AND SUBSISTENCE RATES

Firm Travel & Subsistence Rates (Inclusive of Profit and overheads)

OPTION YEARS


Item £ £ f £ £

Private Motor Mileage Per mile Per mile Per mile

Overnight Subsistence

(Hotel, breakfast,

evening meal)

Per night Per night Per night Per Night Per Night

Daily Subsistence

(over 5 hours) Travel (hire car,

trains, taxis, flights, parking,

etc.)

Max per UK trip

Max per UK trip

Max per UK trip

Max per UK trip

Max per UK trip

FIRM QUARTERLY PROGRESS MEETING RATES (Schedule Item No. 1.1)

Firm Quarterly Progress Meeting Rates (Inclusive of Profit and overheads and Exclusive of Travel and Subsistence)

OPTION YEARS


Item £ £ £ £. £

' QPM

OFFICIAL SENSITIVE COMMERCIAL ANNEX B

TO CONTRACT DGM/1738

Manufacturing Rates (Schedule Item No.31

Cost Centre Code

Department Comments Year 1 Year 2 Year 3 Year 4 Year 5

£ £ £ £ £

WM Wood Mill WC Wood Case

Assembly

R Routing (CNC Machining)

Inclusive of Design costs (Drawing, CNC

Programmes & Jigs) & Machine settings

RF Routing Fabrication

RL(CP) Engraving & Laser Cutting

Inclusive of Artwork & setup costs

PT Painting FB Fibreboard CP Packing

Profit

The Baseline Profit Rate (BPR) published by the Single Source Regulations Office will be applied to the goods

supplied by 3rd Party contractors. This figure is determined in March to take effect from April for the start of each financial year.

The BPR for financial year 2016/17 is 8.95%