Host Nation Business Advisor HNBA Brief

1
Host Nation Business Advisor (HNBA) Brief
Joint Contracting Command - Iraq
HNBA Team
2
Agenda

• HNBA - Responsibilities
• Where are We
• Iraqi First Program
• Contracting Basics
• Sources for obtaining solicitations
• Registration Forms
• The Solicitation
• Regulations
• Uniform Contract Format (UCF)
• Forms SF1449 SF1442
• Solicitation Questions
• Response Deadline
• Amendments
• Responsive and Responsible Proposals
• Discussions After Submission of Proposal
• Evaluation Criteria
• Helpful Hints

• Electronic Funds Transfer (EFT)
• Payment Process Chart
• Standard Steps for EFT Payment
• EFT Capable Iraqi Banks
• EFT Data Sheet Benefits
• Time Line
• Defense Base Act (DBA) Insurance
• Where/To Whom Does DBA Apply?
• What does DBA do
• Additional information
• DBA Points of Contact
• DD250
• Quotations, Invoices Delivery Documents
• Business Ethics
• Questions

3
HNBA Responsibilities

• Interface with local Iraqi Government leaders
• Conduct monthly vendor training
• Contracting basics for vendors
• Joint Contingency Contract System (JCCS) database
  registration and forms
• Electronic Funds Transfer (EFT)
• Defense Base Act (DBA) Insurance
• DD Form 250
• Quotations, Invoices Delivery Documents
• Business Ethics
• Iraqi owned business verification
• Translation
• Regional Contracting Center (RCC)/HNBA command
  policy implementation
• Support RCC Chief
• HNBAs have ABSOLUTELY NO CONTROL or INFLUENCE in
  selecting vendors for contract awards

4
Mr. Jasim Al Sarraf HNBA RCC Balad hnbabalad_at_yahoo
.com DSN 318-433-2537 Cell 07905252985
Mr. Zaid Al-Hassak HNBA RCC Kirkuk zaid.hasaak_at_kra
b.centaf.af.mil DSN 318-444-2857 Cell
07706651122
Mr. Laith Mohammed HNBA RCC Mosul oss.laith_at_google
mail.com DSN 318-821-966 Cell 07703983281
Dahuk
Tall Afar
SYRIA
Irbil
MAJ Kerry Clements (Head of the Program) DSN
318-239-8525 Commercial 703-544-6504 Cell
914-822-9114 Kerry.clements_at_pco-iraq.net Kerry.cle
ments_at_s-iraq.centcom.smil.mil
Mosul
Mr. Adeeb Saleh RCC Tikrit rcc.tikrit.hnba_at_gmail.c
om DSN 845-6304 Cell 0770 853 1600
Sulaymaniyah
Kirkuk
Bayji
Mr. Ahsan J. Zaiyouna HNBA RCC
Taji ahsan.zaiyouna_at_iraq.centcom.mil DSN
318-834-3878
Mr. Ali Al-Hathaf Senior HNBA JCC-I
(IZ) ali.alhathaf_at_pco-iraq.net DSN
318-852-1815 Cell 07904283988
Tikrit
Husaybah
Samarra
Hadithah
IRAN
Balad
Diyala
Ramadi
Mr. Haider Hadi HNBA RCC Fallujah Haidar.Hadi_at_mnf-
wiraq.usmc.mil DSN 318-3405-380 Cell
07902338671
Al Asad
Tanif
Mr. Sam Kafil HNBA RCC Baghdad sam.kafil.nzl_at_iraq.
centcom.mil DSN 31-822-8189 Cell 07904583741
Taji
Baghdad
Fallujah
Ar Rutbah
N. Babil
JORDAN
Karbala
Mr. Ray Ishaq HNBA TWR (IZ) ray.ishaq_at_pco-iraq.net
VOIP 703-544-1530 Cell 07901907786
Al Kut
Dr. Ali Al-Khaalidi HNBA MSD (IZ) alialkhaalidi_at_gm
ail.com DSN 318-852-1833 Cell 07906641329
An Nukhayb
Najaf/Kufah
Al Amarah
Diwaniyah
As
Samawah
Mr. Abbas Khan HNBA RCC Victory Abbas.khan_at_iraq.ce
ntcom.mil DSN 318-822-4722 Cell 07904402137
Nasiriyah
Qurnah
Samawah
Tallil
Basrah
Umm Qasr
Safwan
SAUDI ARABIA
KUWAIT
Mr. Mohammad Ali HNBA RCC Echo sharamoh_at_yahoo.com
DSN 302-242-0926 Cell 07801052902
Dr. Imran Farid HNBA RCC Basrah rccbasrah.hnba_at_gma
il.com DSN 318-858-1426 Cell 07904283983
Mr. Hussain Hussain HNBA RCC Talill hussain.hussai
n_at_tlab.centaf.af.mil DSN 318-833-2028 Cell
07803170147
Mr Mustafa Salman HNBA RCC Delta salman.mustafa_at_ir
aq.centcom.mil DSN 318-822-9924 Cell 07805029548
Kuwait City
5
Iraqi First Program
Joint Contracting Command - Iraq
HNBA Team
6
Iraqi First Program
Purpose of the program To promote and develop
the capacity of the Iraqi economy thru greater
utilization of Iraqi vendors in fulfilling
coalition requirements
Objective Provide a dramatic transformation of
procurement practices to maximize Iraqi awards
7
MNF-I / JCC I/A - Contracting Strategies
Iraqi First Program
Support for the Iraqi First Program started at
the top with General Casey!
Goal

• Assist Iraq to transition to a vibrant
  self-sustaining free market economy

• Shift towards Direct Contracting
• Consider positive impact on Iraqi economy
• Iraqi ownership of firm
• Iraqi participation in contract performance
• Employment of Iraqi citizens
• Use of Host Nation Business Advocates (HNBA)

MNFI Commanders
Contracting Officers will make every reasonable
attempt to award to Iraqi Firms
8
Iraqi First Economic Impact By Province (01 AUG
07 30 APR 08)
It is my intent to leverage all of this
commands activities and resources, including
contracting, to provide increased opportunities
for economic expansion, entrepreneurship, and
skills training for the people of Iraq.
-David H. Patraeus, General, USA,
Commanding Iraqi First Program Policy Memorandum,
March 2007
9
Contracting Basics
Joint Contracting Command - Iraq
HNBA Team
10
Sources on the Internet
There are several sources for obtaining tenders
from the US Government

• Rebuilding Iraq
• http//www.jccs.gov/olvr

• Federal Business Opportunities
• http//www.fbo.gov/

11
Joint Contingency Contracting System (JCCS)
12
Web Site JCCS
Help and Training
Visit www.jccs.gov/olvr
Select Help and Training any time if you have a
problem
13
Web Site JCCS
Register Your Company
Visit www.jccs.gov/olvr
Register your company OR LOGON (if youre
registered)
14
Web Site JCCS
Register Your Company
Select Next to continue with registering your
company
15
Web Site JCCS
Register Your Company
Fill the required information for the Company
Please fill out each box completely
Select Save to Save information n
16
Web Site JCCS
Do the Services Identification Codes
Choose the type of services you want to provide
Fill out the details of the Jinsia, planning
trade ministry then press Save
17
Web Site JCCS
Do Classification Codes
Press on Search and a window will pop up offering
more choices to be saved, then other choices can
be selected and saved
18
Web Site JCCS
Do Classification Codes
You can choose several specialty fields, more
pages are available offering various fields
After you choose the first option you must Save it
19
Web Site JCCS
Register Your Company
Fill the required information for POC
Select Save to Save information n
20
Web Site JCCS
Search for Solicitations
Search for Solicitation
21
Web Site JCCS
Search for Solicitations
Press the Search with no option selected will
list all available Solicitations on the System
22
Web Site JCCS
Search for Solicitations
Search Solicitations by Title or Number
23
Web Site JCCS
Search for Solicitations
Search Solicitations by Classification Code or
Province
24
Web Site JCCS
Search for Solicitations
Search Solicitations by Sector/RCC
Search Solicitations by Close Date
25
Web Site JCCS
Search for Solicitations
Search for Open Solicitations in Baghdad
Specify the range for Closing Dates
Click on the Solicitation to select it
Number of pages
26
Web Site JCCS
Search for Solicitations
Information about the Solicitation
Information about Province, Close and Award date
27
Registration Forms
28
Registration Forms
After the registration of the vendor in the web
site (www.jccs.gov/olvr) we need the following
document to approve vendors application As
defined by Major General Scott memorandum
regarding the Iraqi-Owned Business definition
1 Registration With Ministry of Trade
29
Registration Forms
2 First Co-Operation Meetings Papers
30
Registration Forms
3 New Iraq Jenssya or the Passport copy
31
Registration Forms
4 Application form we send to you.
32
Solicitations (The Solicitations is not a
contract)
33
Solicitations
Regulations The Joint Contracting Command
Iraq/Afghanistan (JCC-I/A) uses the following
regulations. All clauses referenced within the
solicitation or resulting contract are taken from
one of these regulations Note Please use these
web links as a tool to familiarize yourself with
the Governments regulations

• Federal Acquisition Regulations (FAR)
• http//www.acquisition.gov/comp/far/index.html
• Defense Federal Acquisition Regulation Supplement
  (DFARS)
• http//www.acq.osd.mil/dpap/dars/dfars/html/curren
  t/tochtml.htm
• Army Federal Acquisition Regulation Supplement
  (AFARS)
• http//farsite.hill.af.mil/VFAFAR1.HTM

34
Solicitations

• Business Relationships
• Contracting Officer (the person who signs the
  award document)
• Provides direction for work to be performed.
• Contact him during the Solicitation (awarding)
  time.
• May direct changes to the scope of work in the
  contract. It is recommended that the contractor
  first obtain a modification to the contract
• Contracting Officers Representative (COR)
• Provides direction for work to be performed.
• Contact him during the after the Solicitation
  (awarding) time.
• May not direct changes outside the scope of work
  in the contract
• Have the approval of the Contracting Officers
  before carry any work outside the scope of the
  SOW.
• Performance
• Compliance with Statement of Work (SOW)
• Successful or unsuccessful performance is
  evaluated for future contract awards

Always communicate in writing!
35
Solicitation Process
Vendor searches for solicitations on JCCS website
KO posts a solicitation on JCCS website
1
2
KO receives quote from vendor (can post or e-mail)
4
3
Vendor submits quote to KO (can post or e-mail)
KO has verify top 3 quotes
5
- Solves the vendor rotation issue - Increases
competition - Removes bias from the selection of
competition - Meets the CG's intent
6
HNBA verify Business Legitimate
7
KO awards contract
36
Solicitations
Uniform Contract Format (UCF) The contract
provisions in Parts I, II, and III of the Uniform
Contract Format (UCF) will constitute a complete
contract except for the prices or costs and fee
in Part B. The offeror must fill out Part B when
the offer is submitted. Solicitations for basic
contracts, as well as solicitations on existing
contracts must be in the following order Once a
contract has been awarded, sections A-K of the
solicitation will become a part of the basic
contract, while sections L M will not be part
of the resulting contract, but will remain in the
pre-award documentation
(L) Provides instructions to contractors on how
to submit their proposal
(M) Identifies how the contractors proposal will
be evaluated
For more information on the UCF, visit
www.uscourts.gov/procurement/Appendix_A.pdf
37
Solicitations

• Solicitation/Contracts/
• Order for
• Commercial/Supplies Items -- SF 1449
• Please Complete Blocks 12,17,23,24, 30
• Discount Terms (Government discounts your total
  amount by a certain percentage if paid within the
  specified time that you indicate here).
• 17a. Contractor/Offeror (Your Name, Company
  Information, e-mail Telephone Number, if you
  are a Iraqi based business then you dont need a
  Code Facility Code)
• 17b. Check if address is different
• 23. What is the Unit Price
• 24. Amount (total amount)
• 30a. Signature of
• Offeror/Contractor
• 30b. Name and Title (Position in Company) of
  Signer ( individual responsible)

38
Solicitations

• Solicitation/Contracts/
• Order for
• Commercial/Supplies
• Items SF 1449
• (continued)
• Blocks 23 24 Continue

Government Use Only (Do not enter anything in
this section)
39
Solicitations
Solicitation, Offer, and Award -- SF 1442
Complete Blocks 14-20 (Please see next slide)
14. Print Name, Company Address and e-mail of
your company 15. Telephone NO (Include area
code) 16 Remittance Address (Where to send
payment) -- Include only if different than Item
14 17. Indicate the number of calendar days
that the total Price will remain in effect 18.
This is not required, please leave blank 19
Acknowledgment of Amendments During the
bidding process amendments (RFP Changes) are
sometimes executed. If so, please note amendment
number and date for each change Check the
web-site daily in order to acknowledge any
changes to the RFP. 20a. Name and title of
person authorized to sign offer (Type or Print)
20b. Signature 20c. Offer Date
40
Solicitations
Solicitation, Offer, and Award SF 1442
Construction, Alteration, or Repair Government
Use Only (Do not enter anything in 1-13)
41
Solicitations
SF 1449
42
Solicitations

• Section B - Products or Services and Prices /
  Costs
• Identifies the products or services required
• Ensure you understand the description of the
  requirement
• References are often made to the Statement of
  Work (SOW) or Performance Work Statement (PWS).
  Read these
• Use two decimal places for dollar values
• All proposals are to be submitted in US Dollars
• Verify all calculations
• Do not round values in the Amount column

43
Solicitations

• Section C - Description / Specifications /
  Statement of Work
• Statement of Work (SOW)
• FAR 8.405-2(b) All Statements of Work shall
  include the work to be performed location of
  work period of performance deliverable
  schedule applicable performance standards and
  any special requirements (e.g., security
  clearances, travel, special knowledge). To the
  maximum extent practicable, agency requirements
  shall be performance-based statements (see
  Subpart 37.6)
• Performance Work Statement (PWS)
• Describe the work in terms of the required
  results rather than either how the work is to
  be accomplished or the number of hours to be
  provided (see 11.002(a)(2) and 11.101)
• Enable assessment of work performance against
  measurable performance standards
• Rely on the use of measurable performance
  standards and financial incentives in a
  competitive environment to encourage competitors
  to develop and institute innovative and
  cost-effective methods of performing the work
• The SOW covers the work requirements and in
  conjunction with
  applicable performance/design
  requirements contained in
  specifications is used for
  contractual agreements
• Thoroughly read Section C of the solicitation

44
Solicitations

• Section D - Packaging and Marking
• Identifies special packaging and marking
  requirements for delivery of products
• Section E - Inspection and Acceptance
• Identifies inspection criteria for products
  being delivered or services being performed
• Identifies whether a Quality Assurance Plan is
  required
• Section F - Deliveries or Performance
• Identifies the period of performance, place of
  performance, and location for deliveries.
• Delivery on time is very important for us the
  speed in delivery we like and the late delivery
  we dont.
• Section G - Contract Administration Data
• Points of contact for the contract.
• Payment office and Invoicing instructions
• Section H - Special Contract Requirements
• Special provisions required in the contract
• It is very important to read and understand
  these requirements

45
Solicitations

• Section I - Contract Clauses
• This section includes the clauses required by the
  federal and agency regulations mentioned earlier
• Clauses are incorporated
• in full text the entire clause in included in
  the solicitation
• by reference only the clause number and title
  are included in the solicitation
• It is the responsibility of the contractor to
  understand all clauses in the solicitation,
  whether it is in full text or by reference. Ask
  for clarification from the Contracting officer if
  there is something you dont understand.

46
Solicitations

• Section J - List of Attachments
• Lists all attachments included in the
  solicitation
• Section K - Representations and Certifications,
  and Other Statements of Offertory
• The contractor is required to complete this
  section and submit with their proposal
• The contractor is providing representations and
  certifications about their company.
• Have they been debarred
• Company size
• etc.
• Section L - Instructions, Conditions, and Notice
  to Offerors
• Provides instructions to contractors on how to
  submit their proposal.
• It is important for all contractors to read this
  section.
• Make sure you understand this section very well
  and read it more than once.
• Section M - Evaluation Factors for Award
• Identifies how the contractors proposal will be
  evaluated

47
Solicitations

• Solicitation Questions
• Section L of the solicitation will normally
  provide a deadline for submitting questions. The
  responses will be provided in an amendment to the
  solicitation
• What should you ask
• Do you understand the requirement
• Does something not make sense
• Do you feel something is missing from the
  requirement
• If you do not understand, ask the question to the
  Contracting Officer.

48
Solicitations

• Response Deadline
• The response deadline is identified in block 8
  of the SF 1449 and block 13a of the SF 1442
• Section L of the RFP may also indicate the
  response deadline
• Section L will indicate where to submit your
  proposal
• Submit your proposal on time. Do not be late.
• The electronic copy (through email) needs to be
  submit to the Contracting Office 24 Hours before
  the Deadline the hardcopy needed to be with us
  on the deadline.
• Amendments
• Be aware of amendments to the solicitation.
  Amendments may
• Change the response deadline
• Change other provisions within the solicitation
• Check each of the sources from which you obtained
  the solicitation to ensure an amendment has not
  been issued.
• Even if its the day before the solicitation
  is due, check it out

49
Electronic Fund Transfer (EFT)
(JCC-I Support Banking in Iraq)
50
Electronic Fund Transfer (EFT)
Electronic Fund Transfer (EFT)- Capable Iraqi
Banks Choose the Bank which suit your business
(and your needs)
51
Electronic Funds Transfer (EFT)
Standard Steps for EFT Payment

• Contract is awarded indicates the paying office.
• The Contract is sent to the Paying office by the
  contracting office.
• Vendor agrees and performs the work.
• The vendor sends an invoice to the paying office.
  
• The customer provides a DD250 to the paying
  office.
• The payment must be made NLT 30 days after the
  date on the invoice or the date of the DD250
  which ever is later.
• The Commercial Vendor Services section prepares
  the payment. If it is an Wire Transfer payment
  the voucher is sent to the main disbursing
  office.
• The payment is accepted into the disbursing
  system.
• The payment is processed through ITS
  (International Treasury Service) manually. This
  is manual because our Disbursing System does not
  accept SWIFT codes (essentially routing numbers)
  for the international banks.
• The payments are released in ITS in a batch file.
  We get acknowledgement back if it processes or
  rejects. We work the rejects as required.
• The payment typically takes 42 days once it is in
  the system and depending on the weekends/holidays
  covered.

52
Defense Base Act (DBA) Insurance
53
Where/To Whom Does DBA Apply?

• Enacted in 1941 to provide a consistent level of
  coverage to civilian employees of private
  companies doing work on US military installations
  or US Govt. projects outside of the USA
  including
• military, air or naval bases outside of USA
• lands in territories, possessions outside of USA
  used for military or naval purposes
• US Govt. contract for public work outside the
  continental United States (direct or indirect)
• Mutual Security Act of 1954 - outside continental
  USA
• American employers providing services funded by
  US Govt for benefit or Armed Forces
• Contracts with US Govt. or Govt. agency
  governed by Federal Acquisition Regulation (FAR)
  

54
What Does DBA Do?

• Modifies workers compensation benefits due to
  injured employees to levels dictated by the US
  Longshore Harbor (USLH) Workers Act
• supercedes any other statutory workers
  compensation law
• benefit level higher than most state schemes
• extends coverage to all employees regardless of
  nationality
• holds prime/letting contractor responsible for
  provision of DBA benefits to its employees as
  well as employees of all subcontractors
• coverage interpretation over time has extended
  scope of coverage beyond in the course of
  employment (not 24 hour)
• provides the employer with means for exclusive
  remedy in the event of injury or death to an
  employee

55
DBA Points of Contact

• ACE Insurance
• Giles Ward
• 304 Government Ave.
• Manama, Bahrain EC3A3BP
• Email Giles.Ward_at_ace-ina.com
• Phone [phone] ext. 101
• CNA Insurance
• Meng C. Fan Underwriting Manager CNA
  International 40 Wall Street, 9th Floor New
  York, NY 10005
• E-Mail Meng.Fan_at_CNA.com
• PH 212-440-7207 FX 312-894-2608

• AIG Insurance
• Osama Abdeen B.A (LAW), A.C.I.I
• Executive Vice President - Middle East Region
• AIG American International Group Floor 11, Dubai
  International Financial Centre, The Gate
  Building, West Wing DUBAI, UNITED ARAB EMIRATES
• E Mail Osama.Abdeen_at_AIG.com
• Tel.No. 971 (4) 214-3452
• Mobile [phone]
• Fax No 971 (4) 266-8319

56
DD250
(Ask for signed copy from the Contracting Officer
or his Representative)
57
DD250
Instructions for Completing the DD Form 250 Block
1 13 digit contract number, and four digit
call/order number, where applicable Block 2
Shipment number. Example ABC0001 or
ABC0001Z Block 3 Actual or estimated shipment
date Block 4 Government or commercial bill of
lading transportation control number Block 5
Discount terms in percentages and days
allowed Block 6 Invoice number and actual or
estimated date of submission Block 7
Consecutive page numbers Block 8 Enter S for
source acceptance point or D for destination
acceptance point Block 9 Contractor name,
address and CAGE code Block 10 Contract
Administration Office address and DoD Activity
Address Directory (DoDAAC) code number Block 11
Address, FOB and code of Shipped from
location Block 12 Payment office name, address
and code as stated in contract Block 13 Shipped
to address and code from contract Block 14
Marked for address and code from contract Block
15 CLIN, SUBCLIN, and ELIN item number as cited
in contract Block 16 Item name, stock and/or part
number and description Block 17 Quantity
Shipped Block 18 Abbreviated unit of
measure Block 19 Unit Price Block 20 Extended
amount Block 21 To be completed by Quality
Assurance Representative Block 22 To be completed
by receiving activity Block 23 Contractor use only
58
Quotations, Invoices Delivery Documents
(Please check where to send these before sending
them)
59
Quotation
60
Invoice
61
Delivery Document
62
Business Ethics
Joint Contracting Command - Iraq
HNBA Team
63
Business Ethics

• Who is Responsible
• All Vendors are responsible to become familiar
  with, follow and promote compliance with this
  Business Ethics Code

• Guidelines
• These Guidelines are intended to assist you in
  understanding the ethical standards to which you
  must adhere in conducting business with the
  Government.
• Avoid putting Government employees in conflicts
  of interest Gifts, job offers, or arrangements
  giving Government employees financial incentives
  or interests in a private sector contractor are
  almost always improper.
• Remember that paying foreign officials to
  influence their decisions regarding contracts is
  illegal under U.S. law, even if such payments are
  an acceptable practice in the foreign country
• Keep in mind you may freely hire Government
  employees, but those employees may be subject to
  disqualification and reporting requirements if
  you contact them regarding nonfederal employment.
  In addition, Government employees face some
  restrictions on their activities after leaving
  Government service. Former Government employees
  may not switch sides to represent you before
  the Government in matters in which they had some
  level of personal or official involvement while
  Government employees.

64
Business Ethics
Be aware Government employees may not reveal
source selection information or proprietary or
confidential information of other contractors.
Government employees must be scrupulous to avoid
giving an unfair competitive advantage to one
contractor over another. Recognize that
Government officials must identify and attempt to
mitigate potential organizational conflicts of
interest. This means you generally cannot prepare
work descriptions and then compete for the work
because you would have an unfair competitive
advantage. Understand that you may use
consultants, agents, and representatives, but you
must ensure that their activities are within
legal bounds all the time. Otherwise, their
activities may lead to sever consequences for
you. Bear in mind that paying or receiving any
kickback is illegal. Kickbacks improperly inflate
the costs of Government contracts, and you must
promptly report any suspected kickback violations
to the Government in writing.
(Please ask the Contracting Office if you have a
questions or concerns about the Business Ethics)
65

• Questions ?