SHAPE-0025 Travel Office Support (NS) - MON 30 Jun

Deadline Date: Monday 30 June 2025

Requirement: Provision of Travel Office Support to NATO Security Assistance and Training for Ukraine (NSATU) in Wiesbaden (Germany)

Location: Wiesbaden DE

Full Time On-Site: Yes

Time On-Site: 100%

Not to Exceed Rate: It is for the bidders to propose the hourly rate

For theand 2028 options the price will be determined by applying the price adjustment formula as outlined in COAAS Special Provisions Article 6.5.

Total Scope of the request (hours): Up to 1400 in 2025 (see section 7.10)

Period of Performance: 2025 BASE: As soon as possible but not later than 04 August 2025 31st December 2025 with possibility to exercise the following options:

2026 Option: 1st January 2026 until 31st December 2026

2027 Option: 1st January 2027 until 31st December 2027

2028 Option: 1st January 2028 until 31st December 2028

Required Security Clearance: NATO SECRET

1. DEFINITIONS

As used throughout this RFQ and/or any contract/task order awarded as a result of this RFQ the following terms shall have the meanings as set forth below:

ACO Allied Command Operations

ACT Allied Command Transformation

CIS Communication and Information System

COTR Contracting Officers Technical Representative

ERP - Enterprise Resource Planning

FINCON - Financial Controller

FinS Financial System

FTE - Full Time Equivalent

HQ Headquarters

HR Human Resources

NSATU - NATO Support and Training for Ukraine

NCIA NATO Communications & Information Agency

NCS NATO Command Structure

SHAPE Supreme Headquarters Allied Powers Europe

2. INTRODUCTION

2.1. This document addresses some key management issues which will enable the bidders to understand the management of the Task Order that SHAPE is intended to issue as a result of this RFQ.

2.2. SHAPE is the Strategic Headquarters for Allied Command Operations (ACO).

NSATU is a NATO activity. It is a dedicated command formed by NATO to plan coordinate and arrange delivery of security assistance to Ukraine. The NSATU Headquarters are located in Wiesbaden Germany. SHAPE/AQM is supporting NSATU HQ in its contractual processes.

2.3. This requirement is to provide non-personal services in support of the NSATU J8 as defined in this Statement of Work (SOW).

3. BACKGROUND

3.1 The NSATU mission oversees and coordinates support to Ukraine.

3.2 NSATU HQ J8 provides local support to NSATU HQ with all financial and contracting matters.

3.3 The incumbent will provide services in the Finance and Accounting Office.

4. TASK ORDER MANAGEMENT

4.1. All correspondence pertaining to the Contract/Task Order (if any awarded by SHAPE or NSATU as a result of this RFQ) shall be submitted in first instance to: SHAPE FINANCE AND ACQUISITION DIRECTORATE ACO Acquisition Management Branch

4.2. Technical and operational issues: For his direct official control and coordination requirements the Contracting Officer designates a Contracting Officer Technical Representative (COTR) as the staff element that has the authority to coordinate monitor and control Contractors performance from the technical standpoint. COTRs contact details will be provided upon contract/task order award.

5. CONTRACTING OFFICERS TECHNICAL REPRESENTATIVE

5.1. The Contracting Officers Technical Representative or COTR is appointed by the Contracting Officer for determining compliance with the technical requirements for goods and or services delivered under the contract.

5.2. By this designation the COTR is authorized to take any and all action which could lawfully be taken by the Contracting Officer such as:

5.2.1. Verify that the Contractor performs the technical requirements of the contract in accordance with the contract terms conditions and specifications by:

5.2.1.1. Monitoring the Contractors performance and notify the Contracting Officer of deficiencies observed during surveillance. Record and report to the Contracting Officer incidents of faulty or non-conforming supplies delays or problems.

5.2.1.2. Submitting to the Contracting Officer the Contractors Performance Evaluation Report regarding services rendered under this contract at the end of each evaluation period and/or at the completion of every contract. This information will be regularly reported to NCIA as the primary Purchaser responsible for the AAS framework contracts.

5.2.2. Maintain liaison and direct communication with the Contractor.

Written communications with the Contractor and other documents pertaining to the contract shall be signed as Contracting Officers Representative with a copy furnished to the Contracting Office and NCIA as required.

5.3. By this designation the COTR is not authorized to:

5.3.1. Award agree or sign any contract (including delivery orders) or modifications thereto or in any way to obligate the payment of money by SHAPE.

5.3.2. Take any action that may impact on the contract or delivery terms funds or scope. Only the Contracting Officer shall make these.

5.3.3. Interpret the contract and settle any potential claim; instead he shall promptly refer any potential claim or inquiry to the Contracting Officer.

5.4. This designation as a COTR remains in effect through the life of the contract unless sooner revoked/terminated by the Contracting Officer.

6. PERSONNEL REPLACEMENT DURING PERFORMANCE

The provisions of the NCIA awarded COAAS shall apply.

7. AVAILABILITY OF SERVICES

7.1. Availability: The Contractors resources shall be ready to deliver the tasks on-site respecting the NSATU HQ Standard Business Hours: Mon-Thu: 8:30 17:30 Fri: 8:30 15:30 (CET) with 1 hour lunch break between 12:00 14:00.

7.2. SHAPEs required Task Order start date is no later than 4 weeks from the Task Order award notification the Contractor will receive from the SHAPE Contracting Officer (CO). Task Order execution could begin as soon as Contractors resource is available but no later than 04 August 2025.

7.3. The Contractors resource shall be ready to deliver their support on-site as follows:

7.3.1. On-site is defined as NSATUs German-based facility in Wiesbaden. It is located in a military restricted area.

7.3.2. In/Out Processing. During the first week of the task order the Contractors resource(s) shall deliver their support at NSATU (up to 40 hours) unless the Contracting Officer Technical Representative (COTR) determines it is not necessary or only a portion is essential. This In Processing week might include travelling to SHAPE Belgium. This time will allow Contractors resource to inprocess and receive minimal training and equipment to support the NSATU HQ staff.

7.4. The Contractors resource is to follow NSATU HQ usual Business Hours. If mutually agreed between the CO and the Contractor and under exceptional circumstances work can be performed outside of the standard business hours of operation. However the contracted business hours rate shall apply and the Contracting Officer shall confirm the agreement in writing prior to modifying any working hours.

7.5. NSATU does not recognize payment for any day (hour) the Contractors personnel is absent due to standard vacation leave and/or any other category of absence i.e. sick leave.

7.6. Based on the following estimated requirement for on-site hours to perform deliverables for the service as described in this SOW.

7.7. In case of exceptional HQ closure the Contractors resource will not be requested to provide services.

7.8. If required by NSATU SHAPE reserves the right to extend the contract depending on the needs of NSATU and the availability of funds.

7.9. Any future option exercised is foreseen to be for successive 3 month periods. It will be notified at least 1 month prior to the beginning of execution.

7.10. The following are the estimated volume of hours that NSATU anticipates for the execution of requirement stated in this SOW; the COTR shall agree on the actual assignment of hours on a month-to-month basis within the maximum limits of the overall contracted hours for the Task Order awarded as a result of this RFQ.

TRAVEL OFFICE SUPPORT Hours estimated for 1 FTE:

2025 Estimated Hours: Up to 1400

2026 Option Hours: Up to 2080

2027 Option Hours: Up to 2080

2028 Option Hours: Up to 2080

Total Hrs per Resource (Inc Options): Up to 7640

8. PERFORMANCE EVALUATION SYSTEM

8.1. Contractors performance of the RFQs tasks shall be subject to NSATUs evaluation through the appointed COTRs.

8.2. Contractors Personnel Preliminary Evaluation. One month after the effective date of the contract there will be a preliminary evaluation milestone focused on the verification of the professional skills language proficiency security clearance and functional capabilities of Contractors employees performing work with NSATU HQ including their inprocessing week at NSATU. Depending on the outcome of this preliminary evaluation SHAPE reserves the right to request the replacement of any employee that according to the COTRs assessment does not demonstrate possession of the minimum qualifications required to perform the tasks detailed in the Task Order descriptions (fully described further down in this SOW).

8.3. Periodic Contractors Performance Evaluation Reports. The COTR will issue periodic evaluation report to comply with NCIA regular performance assessments (estimated to occur on mid-term annual basis). This is meant to document Contractors performance under the contract/task order and to report to NCIA accordingly.

9. NATO PROVIDED SUPPORT

9.1. In the event of award resulting from this RFQ; NSATU will provide Contractors resource(s) assigned for the performance of the Task Orders an on-site workspace at NSATU including appropriate CIS equipment for the duration of the Task Order.

10. CONTRACTORS PERSONNEL TRAVEL

10.1. All travel and other expenses incurred whilst Contractors personnel travels to/from NSATU for the execution of the Task Order are covered by the individual/ or company and not by NATO.

10.2. Travel if ordered by NSATU HQ is covered by NATO in accordance with NATO regulations.

11. SECURITY CLEARANCE

11.1. The Contractor shall confirm for any of its proposed Resources(s) the possession of a current and valid NS security clearance that will allow in case of Task Order award the execution of Task Order services at the tentative start date provided in this RFQ.

11.2. The security clearance shall be valid for at least the initial (base) performance period of the Task Order. NSATU reserves the right to evaluate the possibility to accept the submission of security clearances valid for at least 3 (three) months (counting from the tentative Task Order start date as stated in this SOW) provided the Contractor will also submit in its RFQ response a copy of the clearance renewal documents that will confirm the renewal process has been timely initiated.

11.3. It is the Contractors responsibility to seek renewal of expiring clearances in a timely manner to ensure continuation of valid security clearances for its Resource(s) assigned for Task Order performance.

12. NON-DISCLOSURE AGREEMENT

All Contractors personnel employed under the provision of this contract shall be required to sign a non-disclosure agreement in accordance with the provisions of the NCIA contract COAAS.

13. INVOICES AND PAYMENTS

13.1. Payments under the contract will be made in EURO within 30 days from the date of receipt of a properly supported and acceptable invoice submitted upon completion of delivery inspection and acceptance.

13.2. Unless otherwise specified invoices shall be submitted electronically (i.e.: by email) and in non-modifiable format (such as PDF other) to SHAPE Accounts Payable at and contain:

- Its reference and issue date;

- The Purchase Order number (if applicable);

- The delivery tickets number;

- The description of items supplied;

- The quantities delivered;

- The unit prices (exclusive of taxes and duties);

- The discounts offered (if applicable);

- The total amount to be paid;

- The bank account details where the Contractor will receive the payment.

13.3. No payment shall be made with respect to undelivered supplies work not performed and/or services not rendered under the Contract;

13.4. Payment shall be made in the currency or currencies of the Contract and the Contractor shall bear all related charges;

Part II - STATEMENT OF REQUIREMENT

1. INTRODUCTION

This requirement is in support of the NSATU HQ J8 Finance & Accounting (F&A) Office as defined in this Statement of Requirement (SOR).

2. SCOPE OF WORK

The contractors personnel assigned for contract performance shall have to provide official travel management services as Travel Assistants in support to the finance and accounting activities of NSATU HQs financial functions.

The requirement is for consultancy services via 1 (ONE) Full Time Equivalent (FTE). Accordingly the Contractor shall submit maximum (3) CVs of qualified resources that the bidder propose for contract performance.

Knowing that the working week at NSATU HQ is of 40 hours with maximum up to 48 hours bidders shall quote for an hourly rate that includes any possible cost for the Contractors personnel employed under the provision of this non-personal service contract (e.g.: meals transportation health insurance).

3. PERIOD OF PERFORMANCE

Depending off the availability of the selected candidate the Period Of Performance (POP) is required to start as early as possible but no later than the 04th of August 2025 for a base period until 31 December 2025.

Thereafter possible extension options are envisaged subject to confirmation of requirement budget availability and satisfactory performance.

4. PLACE OF PERFORMANCE

The Contractors personnel shall provide services within the NSATU Headquarters located in Wiesbaden Germany. The services are normally performed in working conditions distinctive to a deployed activity with higher volume of noise due to the closeness of Airfield.

5. RECOGNIZED HOLIDAYS

The Contractors resource is not expected to provide any services under this contract on Sundays or Bank Holidays. Should an exceptional requirement for services on Sundays or Bank Holidays arise an agreement in writing needs to be obtained through the Contracting Officer beforehand.

6. HOURS OF OPERATION:

The working week at NSATU is of 40 hours. Normal business working hours apply.

Normal working hours for the place of work are as follows: Monday to Friday. Lunch break is 1 hour to be taken between 1130 and 1400.

The Contractors resource is not expected to provide services on bank holidays or Sundays.

Should an exceptional requirement to provide services on Sundays or bank holidays arise it has to be agreed in writing by the Contracting Officer before the services start.

7. TASKS FOR THE CONTRACTOR

The Contractors personnel will provide the services under this SOW in the F&A Office under the direction of the NSATU J8 Branch Head or his designated person.

S/he is responsible for provision of travel arrangements as well as overall coordination of transportation services for personnel travelling on official duty.

Principal Travel Assistant Support:

• Plans coordinates and supervises the execution of all duty travel of NSATU personnel and supported elements and activities.
• Checks and processes all travel request applications for NSATU personnel and supported elements ensuring that the proper mode of travel is applied based on the character of the duty travel.
• Manages all aspects of commercial Travel and Mobility for NSATU personnel and supported elements.
• Liaises with Travel Agency ensuring the optimum service is provided in accordance with standing agreements.
• Liaises with customers for travel arrangements assuring timely exchange of information.
• Provides the traveller with the approved travel order and any related vouchers.
• Maintains accurate financial and transactional records relating to NSATU HQ travel business.
• Prepares certification of travel related invoices.
• Maintains control of financial records and creates/manages archives related to travel.
• Process and check Travel Claims.
• Participates in defining mitigating and managing the risks within the functional area and contributes to implement and maintain internal control framework for travel.
• Perform other duties as related or assigned.

8. CONTRACTORS PERSONNEL EXPERIENCE AND QUALIFICATIONS

See Requirements

8. CONTRACTORS PERSONNEL EXPERIENCE AND QUALIFICATIONS

Contractors assigned personal shall have the following specific qualifications and experience:

8.1 Essential Qualifications

• At least 3 years of working experience in business travel management or activities involved in movement of personnel.
• Experience in office management billing practices and associated record keeping.
• Experience with operation of ERP used in private or public sectors (Oracle SAP etc.).
• Desirable experience in Oracle Financial for its operations and reporting (GL Fixed Asset AP AR Modules).
• Desirable experience working with a NATO body or a National military.

8.2 Education/Training

• Have a minimum of a higher secondary education (a university degree is desired though) and completed higher vocational training leading to a professional certification.

8.3 Security Clearance

• Contractors personnel holding a valid and active NATO SECRET security clearance is mandatory since the support is to be provided in a military restricted area.

8.4 Language

• Contractors personnel shall have the following minimum knowledge of languages: English SLP 2222 (listening speaking reading and writing).

8.5 Personal Attributes

• Uses own initiative to determine which course of action is necessary to resolve unexpected problems. Sound judgment and initiative are also required to establish priorities and identify the most effective method to utilise funds allocated for duty travel. Must be capable of working in the demanding and dynamic ambient and have the necessary tact and personality to be able to work within multinational and military environment