FW: Revised Executive Summary of the 33rd Random Brokerage Users' Conference meeting

GENERAL AND COOPERATIVE SERVICES PROGRAMME OFFICE BUREAU DE PROGRAMME "SERVICES GÉNÉRAUX ET EN COOPÉRATION" ORIGINAL: ENGLISH LB/2020/57.00/956 AM/am NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS 10 December 2020 The Random Brokerage User Nations SUBJECT : Executive Summary of the 33rd Random Brokerage Users' Conference meeting 1. Please find in attachment the revised Executive Summary of the 33rd NATO UNCLASSIFIED (NU) Random Brokerage Users' Conference Video TeleConferencing (VTC) meeting held on 10-11 November 2020. 2. This document supersedes the draft Executive Summary1 sent to the participants on 19 November 2020. John Digitally signed by John BOSMANS BOSMANS Date: 2020.12.10 14:31:06 +01'00' John BOSMANS Programme Manager, General and Cooperative Services Programme Annex: NSPA(2020)RB-UC/DS/33 1 LB/2020/57.00/896 AM/am dated 19 November 2020 L-8302 Capellen (G.-D. of Luxembourg) Internet: www.nspa.nato.int E-mail: [email protected] ― Tel.: (+352)3063-6946 ― Fax: (+352)30636660 NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS Revised Executive Summary 33rd RB Users' Conference Meeting  NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS ORIGINAL: ENGLISH NSPA(2020)RB-UC/DS/33 LB/2020/57.00/956 AM/am 10 December 2020 RANDOM BROKERAGE USERS' CONFERENCE LIST OF PARTICIPANTS at the 33rd NU RB UC VTC meeting held on 10-11 November 2020 Chairperson: Mr. John BOSMANS Secretary: Ms. Cristina FERRUZ GARCIA NATO NATIONS BULGARIA Col. Chavdar IVANOV BULO CANADA Lt.Col. Martin BEDARD CALO CROATIA Col. Tadija LUCIC HRLO DENMARK Mr. Peter Christian HØYER FRANCE Cdt. Hervé CAUET MMF GREECE Lt.Col. Panagiotis GKIONIS HELO Lt.Cdr. Dionysios KLEINAKIS HELO Maj. Ioannis ASLANIDIS HELO ICELAND Mr. Ólafur MAR AEGISSON ITALY 1st. M.llo Massimiliano SABATO LITHUANIA Mr. Konstantinas ANDREJEVAS NETHERLANDS Mr. Jack VEENSTRA POLAND Col. Marciej MROCZKOWSKI PORTUGAL Cdr. Carlos MENDES ROMANIA Col. Mircea URSU ROLO SPAIN Lt.Col. Alfonso GARCIA DELGADO Lt.Col. Fernando RODRIGUEZ Lt Col. José CARVAJAL Cdr. (SC) Manuel DE LAS HERAS NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS -1-  NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS NSPA(2020)RB-UC/DS/33 TURKEY Col. Cem MORALOZ Ihsan Cenk YUZSEVER CMSgt. Serdar OZMEN MSgt. Talha DEMIRTAS Col. Mustafa YETER TULO NON-NATO NATIONS FINLAND Cdr. Mika SALIN FILO NSPA Mr. John BOSMANS LB Ms. Cristina FERRUZ GARCIA LB-S Ms. Annie MORIOT LB-S Ms. Jasmine ARCELLA LB-S Mr. Ivo LEK LB-L Mr. René ROY LB-P Mr. Nikolaos FOURNARAKIS LB-PS Mr. Jürgen GROSS LB-M Ms. Kyla SVEINSON LB-MFF Mr. Johann SCHIMEK HQ-O part time Representative of the Ms. Anastasia PAPAGEORGOPOULOS NSPO part time Chairperson of the NSPO ASB (in an advisory capacity) Interpreters Ms. Catherine SAMB Ms. Cécile CHIAPUSIO Mr. Philippe NULLENS NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS -2-  NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS NSPA(2020)RB-UC/DS/33 TABLE OF CONTENTS ITEM SUBJECT PAGE I. ADMINISTRATION ................................................................................................... 5 1. OPENING REMARKS ................................................................................. 5 2. APPROVAL OF THE AGENDA ................................................................... 5 3. STATUS OF ACTIONS ............................................................................... 6 II. GOVERNANCE AND POLICY .................................................................................. 7 1. RANDOM BROKERAGE PROGRAMME DIRECTIVE AND GOVERNANCE STRUCTURE ANALYSIS ................................................. 7 2. ANNUAL REPORT ON RANDOM BROKERAGE TO THE NSPO FINANCE, ADMINISTRATION AND AUDIT COMMITTEES (FAA) ............. 9 III. MANAGEMENT AND LOGISTICS ACTIVITIES ....................................................... 9 1. PROGRAMME MANAGER’s REPORT ....................................................... 9 2. CURRENT AND POTENTIAL RANDOM BROKERAGE ACTIVITIES ....... 10 2.1 Random Brokerage Supply...............................................................10 2.2 Random Brokerage Projects ............................................................10 3. RANDOM BROKERAGE PROJECTS TRANSFERRED TO OTHER NSPA PROGRAMMES ............................................................................. 11 4. RB PROCESS FLOW (eCIS) .................................................................... 11 5. RB PROCESS QUALITY MANAGEMENT (including Discrepancy Reports) .................................................................................................... 11 IV. WORKLOAD, FINANCIAL AND MANPOWER ....................................................... 12 1. WORKLOAD FORECASTS ...................................................................... 12 2. FINANCE UPDATE ................................................................................... 12 3. 2021 OPERATIONAL TURNOVER PROJECTION ................................... 12 4. 2021 ORGANISATION AND PERSONNEL ESTABLISHMENT (O&PE) PROPOSAL ................................................................................. 13 NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS -3-  NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS NSPA(2020)RB-UC/DS/33 ACTION 5. 2019 ACTUAL AND 2021 FORECAST ADMINISTRATIVE COSTS INCURRED BY NSPA (LOGISTICS OPERATIONS) IN SUPPORT OF RANDOM BROKERAGE ..................................................................... 14 6. MANPOWER AND RESOURCES PLAN .................................................. 14 V. MISCELLANEOUS ................................................................................................. 15 1. ANY OTHER BUSINESS .......................................................................... 15 2. PROJECTS REVIEW MEETINGS ............................................................ 15 3. ITEMS TO BE INCLUDED IN THE AGENDA OF NEXT MEETING .......... 15 4. DATES AND PLACE OF NEXT MEETINGS ............................................. 15 5. EXECUTIVE SUMMARY OF THE 33rd RANDOM BROKERAGE USERS' CONFERENCE MEETING .......................................................... 16 ANNEX I - 2021 OPERATIONAL TURNOVER PROJECTIONS .......................................... 17 ANNEX II - SUMMARY OF DECISIONS .............................................................................. 18 ANNEX III - LIST OF ACTION ITEMS .................................................................................. 19 NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS -4-  NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS NSPA(2020)RB-UC/DS/33 EXECUTIVE SUMMARY ACTION I. ADMINISTRATION 1. OPENING REMARKS  Statements by NSPA The Random Brokerage Users' Conference: 1.1 Noted the welcome address by Mr. John Bosmans, Chairman of the Random Brokerage Users' Conference and Manager of the General & Cooperative Services Programme, also on behalf of Mr. Peter Dohmen, NSPA General Manager and Mr. Orhan Muratli, Director of the Support to Operations. 1.2 Noted the administrative arrangements and remarks provided by Ms. Cristina Ferruz Garcia, Support Partnership Committee Secretary, more particularly concerning the specific proceedings for this NATO UNCLASSIFIED (NU) Random Brokerage (RB) Users’ Conference (UC) Video TeleConferencing (VTC) meeting on WebEx. 1.3 Invited the Nations willing to attend separate one-on-one VTC Project Review meetings with LB staff (including co-located PP and FF staff) for specific areas of interest, to fill in and forward the Registration Form which has been provided to the Nations with the Agenda and also posted on the Random Brokerage InfoHub. 1.4 Noted that all presentations and documents prepared for this NU RB UC VTC meeting have been posted on the Random Brokerage InfoHub. 2. APPROVAL OF THE AGENDA Document : NSPA(2020)RB-UC/A/33 dated 23 October 2020 The Random Brokerage Users' Conference: 2.1 Approved the Agenda of the 33rd Random Brokerage Users' Decision 33/01 Conference meeting, with the deletion of Item IV, para. 6, “Manpower and Resources Plan”. NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS -5-  NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS NSPA(2020)RB-UC/DS/33 ACTION 2.2 Noted that the document related to Item IV, para. 6 will be forwarded separately to the Random Brokerage User Nations. 3. STATUS OF ACTIONS Reference : NSPA(2020)RB-UC/DS/32 dated 12 June 2020  Presentation by NSPA The Random Brokerage Users' Conference: 3.1 Noted the presentation posted on the Random Brokerage InfoHub on the status of Action Items stemming from the previous Random Brokerage Users' Conference meetings. 3.2 Noted that all Action Items stemming from the previous Random Brokerage Users' Conference meetings are either closed or readdressed under the relevant Agenda Items of this meeting, as follows: Action Subject Status Item 31/03 CURRENT AND POTENTIAL Addressed under Item III, para. 2 RANDOM BROKERAGE ACTIVITIES - Random Brokerage Projects Investigate on how the Agency can develop consolidation of requirements amongst the nations and how NSPA can provide the nations with insight on the ongoing procurement processes, via a catalogue including pictures on the RB InfoHub 31/04 RANDOM BROKERAGE Addressed under Item III, para. 3 PROJECTS TRANSFERRED TO OTHER NSPA PROGRAMMES Include the information about the legal framework for the projects transferred to another Project/Programme into the next presentations about this subject. NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS -6-  NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS NSPA(2020)RB-UC/DS/33 ACTION Action Subject Status Item 31/05 DISCREPANCY REPORTS Addressed under Item III, para. 5 Provide a presentation during the next Random Brokerage Users’ Conference on the number of DRs received, open, and closed for Random Brokerage. 3.3 Noted the comment by Spain on the lengthy Single/Sole Sources (SiSo) approval process. Spain waited for one year before getting a negative reply; had this decision been known earlier, Spain could have started an ICB process and get its requirements fulfilled on time. Further noted the reply by NSPA that this unfortunate delay will be investigated within LB. NSPA further emphasised that the Competition Advocate gives priority to SiSo requests based on the “urgency” criteria, and monthly reminders are sent by the LB Programme Manager to speed the process up, in average completed in less than three months. As far SiSo requests based on the “commonality” criteria are concerned, they are scrutinised by LB staff with the nation involved to make sure they are adequately substantiated prior to submitting to the Competition Advocate. II. GOVERNANCE AND POLICY 1. RANDOM BROKERAGE PROGRAMME DIRECTIVE AND GOVERNANCE STRUCTURE ANALYSIS Reference : NSPA(2020)RB-UC/DS/32 dated 12 June 2020 Page 2, Item II, para. 1 Document : Programme Directive 3999  Presentation by NSPA The Random Brokerage Users' Conference: 1.1 Noted the presentation posted on the Random Brokerage InfoHub and provided by NSPA during the NU RB UC VTC meeting. NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS -7-  NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS NSPA(2020)RB-UC/DS/33 ACTION 1.2 Noted the statement by NSPA: 1.2.1 In spring 2019, the Agency had proposed the creation of a contingency fund to address potential Loss of Job Indemnity (LOJI) liabilities; however, this was not endorsed by the NSPO Logistics (LOG) Committee & the NSPO Finance, Administration and Audit (FAA) Committee, who requested the Agency to analyse alternative governance arrangements including the potential establishment of a “customer body” to oversee Random Brokerage activities. 1.2.2 In autumn 2020, the LOG and FAA Committees recommended that the Agency Supervisory Board (ASB) consider to maintain the current governance framework structure whereby the ASB continues to act as the Appropriate Regulatory Authority for Random Brokerage; however, a review of the various documentation issued on an annual basis to the RB UC, the Committees and the ASB (i.e. the O&PE and budget proposals and the Annual Report) should be analysed in order to better correlate and harmonise the information that is contained within; additionally NSPO Programme Directive No. 3999 should be amended to include, inter alia, plausible models whereby financial liabilities are borne by RB Users; finally, these efforts should be conducted by NSPA in close coordination with the NSPO Secretariat, and overseen by an Ad Hoc Working Group consisting of Country Liaison Officers (CLOs), in order to ensure that progress is made and that a final proposal can be approved by the ASB during the spring 2021 meeting cycle. 1.2.3. In addition to the recommendations above, NSPA intends to address two major issues within the revised NSPO PD No. 3999: the cancellation fees for RB projects 3132 and a revision of the surcharge fees for RB supply 3124. 1.3 Further to a question by Greece whether the future 300 EUR transaction fee will be increased, as until 2016 the nations received a small amount back from the adjustment to the transaction fees and in 2017 there was a significant increase in these adjustment fees, noted the reply by NSPA that the adjustment is not related to the delta of the transaction fee but on surcharge. At the moment the final adjustment is a proration of the number of Purchase Orders (POs) and the PO value is not considered, therefore this method is not fair for nations submitting mainly low value requirements and should be based on a pro-rata of the value of the POs. 1.4 Noted that NSPA will issue: AI 33/01  a letter to the nations detailing the need to revise the RB Fund 24 NSPA administrative fee mechanism (surcharge table 2.3 in PD 3999) as End Dec 20 part of the PD3999 review, in order to structurally bring the administrative income in balance with the administrative budget in the current requirement processing environment. Additionally, a proposal will be submitted on how to redistribute over the nations the required adjustments to cover the administrative shortfall, based on the value of the POs and no more on the number of POs. NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS -8-  NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS NSPA(2020)RB-UC/DS/33 ACTION  a revised version of the letter on the efficient processing of low- value requirements2. 1.5 Further noted that, as per a request by Greece, the letter to be issued by NSPA detailing the need to revise the RB Fund 24 administrative fee mechanism would include an explanation on the 2010-2016 versus the 2017 Transaction Fee Adjustment increase and an estimated date on when the 2018 Transaction Fee Adjustment will be communicated to the nations. 1.6 Noted that Spain strongly disagrees to any change impacting the current RB UC governance structure. 1.7 Noted that, as per para. 1.2.2 above, Turkey invited the RB User Nations to join the Ad Hoc Working Group in order to discuss the most suitable way ahead. 1.8 Further to a question by Turkey concerning the cancellation fees calculation methodology for RB 3132, noted that NSPA will take it into consideration when revising the cancellation fees. 2. ANNUAL REPORT ON RANDOM BROKERAGE TO THE NSPO FINANCE, ADMINISTRATION AND AUDIT COMMITTEES (FAA) Document : AC/338(FAA)D(2020)0002 dated 24 September 2020 The Random Brokerage Users' Conference noted that subject document has been posted on the Random Brokerage InfoHub and further noted that there were no questions raised by the Nations about this Annual Report to the FAA Committee. III. MANAGEMENT AND LOGISTICS ACTIVITIES 1. PROGRAMME MANAGER’s REPORT  Presentation by NSPA The Random Brokerage Users' Conference noted that subject presentation has been posted on the Random Brokerage InfoHub and further noted that there were no questions raised by the Nations about this Annual Report to the FAA Committee. 2 LB/202/62.00/787/IL/jk dated 12 October 2020 NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS -9-  NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS NSPA(2020)RB-UC/DS/33 ACTION 2. CURRENT AND POTENTIAL RANDOM BROKERAGE ACTIVITIES Reference : NSPA(2019)RB-UC/MIN/31 dated 03 December 2019 Page 13, Item III, para. 2.2 2.1 Random Brokerage Supply  Presentation by NSPA The Random Brokerage Users' Conference: 2.1.1 Noted the presentation posted on the Random Brokerage InfoHub and provided by NSPA during the NU RB UC VTC meeting. 2.1.2 Further to a question by Greece on the inclusion of a contract clause obliging contactors to provide detailed product data to support the codification process by National Codification Bureaus, noted the reply by NSPA that the Agency is not aware of any structural unwillingness of contractors to provide such data. Should structural issues arise, NSPA could consider the inclusion of a codification clause, however imposing such a clause may negatively impact the tendering process (time). 2.2 Random Brokerage Projects  Presentation by NSPA The Random Brokerage Users' Conference: 2.2.1 Noted the two presentations on the ongoing Random Brokerage projects posted on the Random Brokerage InfoHub and further noted the abbreviated version of the presentation provided by NSPA during the NU RB UC VTC meeting. 2.2.2 Further to a question by the Netherlands related to the leasing contracts noted the reply by NSPA that the Agency stands ready to support the armed forces for their short access and leasing requirements once the nations have defined these requirements and identified their specific requests. 2.2.3 Further to a comment by Greece supporting the hybrid process between the NLSE and the Random Brokerage, noted the reply by NSPA that the leadership also supports this efficient process and the potential creation of eCat2 contracts to better serve our customers. 2.2.4 Strongly invited the nations to provide their requirements in order to consolidate all requirements. NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS - 10 -  NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS NSPA(2020)RB-UC/DS/33 ACTION 2.2.5 Noted the appreciation expressed by Spain for the excellent support provided by the RB projects team, including the procurement, the logistics, the finance staff and the technical officers, in processing their complex projects. 3. RANDOM BROKERAGE PROJECTS TRANSFERRED TO OTHER NSPA PROGRAMMES Reference : NSPA(2019)RB-UC/MIN/31 dated 03 December 2019 Page 14, Item III, para. 3  Presentation by NSPA The Random Brokerage Users' Conference noted that subject presentation has been posted on the Random Brokerage InfoHub and further noted that there were no questions raised by the Nations about this presentation. 4. RB PROCESS FLOW (eCIS)  Presentation by NSPA The Random Brokerage Users' Conference noted that subject presentation has been posted on the Random Brokerage InfoHub and further noted that there were no questions raised by the Nations about this presentation. 5. RB PROCESS QUALITY MANAGEMENT (including Discrepancy Reports) Reference : NSPA(2019)RB-UC/MIN/31 dated 03 December 2019 Page 16, Item III, para. 6  Presentation by NSPA The Random Brokerage Users' Conference noted that subject presentation has been posted on the Random Brokerage InfoHub and further noted that there were no questions raised by the Nations about this presentation. NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS - 11 -  NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS NSPA(2020)RB-UC/DS/33 ACTION IV. WORKLOAD, FINANCIAL AND MANPOWER 1. WORKLOAD FORECASTS  Presentation by NSPA The Random Brokerage Users' Conference: 1.1 Noted the presentation posted on the Random Brokerage InfoHub and provided by NSPA during the NU RB UC VTC meeting. 1.2 Further noted the comment by NSPA that the workload forecast figures are not a binding and financial commitment, but planning figures allowing NSPA to determine the operational turnover projections, the administrative budget and the RB resources planning. By default, for the nations who did not provide a forecast, NSPA considers an estimate based on the last three years’ usage trend as well as informal discussions with the user nations on their potential future requirements. 1.3 Invited the nations to provide, confirm and/or amend their 2021 and 2022 Workload Forecasts. 2. FINANCE UPDATE  Presentation by NSPA The Random Brokerage Users' Conference noted that subject presentation was posted on the Random Brokerage InfoHub and further noted that there were no questions raised by the Nations about this presentation. 3. 2021 OPERATIONAL TURNOVER PROJECTION Document : AC/338-WP(2020)0017-REV1 dated 06 October 2020  Presentation by NSPA The Random Brokerage Users' Conference: 3.1 Noted the presentation posted on the Random Brokerage InfoHub and provided by NSPA during the NU RB UC VTC meeting. NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS - 12 -  NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS NSPA(2020)RB-UC/DS/33 ACTION 3.2 Further to the statement by Poland that the Polish estimates had not been considered, noted that NSPA will revise the table by including the Polish forecasted figures and invited nations to provide their respective updates, if any. 3.3 Recommended the LOG/FAA Committees to endorse the 2021 Decision 33/02 Operational Turnover Projection as amended3, for approval by the ASB. 4. 2021 ORGANISATION AND PERSONNEL ESTABLISHMENT (O&PE) PROPOSAL Reference : NSPA(2020)RB-UC/DS/32 dated 12 June 2020 Page 2, Item IV, para. 3 Document : NSPA(2020)RB-UC/1 dated 05 October 2020  Presentation by NSPA The Random Brokerage Users' Conference: 4.1 Noted the presentation posted on the Random Brokerage InfoHub and provided by NSPA during the NU RB UC VTC meeting. 4.2 Noted the additional explanation provided by NSPA concerning the creation of post PP-367, Buyer, for Random Brokerage Supply: the creation of that post was already presented during the 31st RB User Conference meeting with the 2020 Addendum to the O&PE and was noted without objection by the RB User Nations, however since it was not included in the 2020 administrative costs, it could not be presented to the LOG/FAA for endorsement. 4.3 Recommended the LOG/FAA to endorse the: Decision 33/03  2021 O&PE Proposal with the creation of post PP-367, Buyer, B-5 (Random Brokerage Supply).  Addendum to the 2021 O&PE Proposal with the suppression of the vacant post LB-111, Senior Technical Officer, A-3, Special Projects Section (Random Brokerage Projects). for approval by the ASB. 3 included as Annex I to this Decision Sheet NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS - 13 -  NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS NSPA(2020)RB-UC/DS/33 ACTION 5. 2019 ACTUAL AND 2021 FORECAST ADMINISTRATIVE COSTS INCURRED BY NSPA (LOGISTICS OPERATIONS) IN SUPPORT OF RANDOM BROKERAGE Document : AC/338-WP(2020)0017-REV1 dated 06 October 2020  Presentation by NSPA The Random Brokerage Users' Conference: 5.1 Noted the presentation posted on the Random Brokerage InfoHub and provided by NSPA during the NU RB UC VTC meeting. 5.2 Further noted the additional explanation provided by NSPA that there are no call for funds for RB; the administrative costs related to fund 3132 are billed to the customer in accordance with Programme Directive 3999 and the relevant Sales Agreement/Project Acceptance Letter for each project/customer nation whilst the administrative costs for the supply and service requirements for RB 3124 are billed directly to the customers based on the approved annual Financial Levels. 5.3 Further to a question by Spain on the increase of the administrative costs from 2019 actual to 2021 forecast, noted the reply by NSPA that this increase stems from an increase of the overheads for the Administrative Divisions and will provide Spain with the detailed overheads for RB 3124 and 31324. 5.4 Noted the 2019 actual Administrative Costs and the 2021 indirect Administrative Costs Forecast. 5.5 Recommended the LOG/FAA Committees to endorse the 2021 direct Decision 33/04 man-years and the direct Administrative Cost Forecast, for approval by the ASB. 6. MANPOWER AND RESOURCES PLAN Document : NSPA(2020)RB-UC/8  Presentation by NSPA The Random Brokerage Users' Conference: 6.1 Noted that this Item was removed from the Agenda of this meeting. 4 e-mail to Spain dated 10 Nov. 2020 4:42 pm NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS - 14 -  NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS NSPA(2020)RB-UC/DS/33 ACTION 6.2 Further noted that subject document will be forwarded separately to the AI 33/02 Random Brokerage User Nations for information and acknowledgement of the NSPA proposed 2022 Manpower and Resources Plan and the 2023 projection. End Dec 20 V. MISCELLANEOUS 1. ANY OTHER BUSINESS The Random Brokerage Users' Conference noted that a questionnaire for feedback on the WebEx meeting will be issued by NSPA and the request by NSPA that nations provide comments to improve the VTC experience, should this means need to be used again in the future. 2. PROJECTS REVIEW MEETINGS The Random Brokerage Users' Conference noted that separate one-on-one VTC Project Review meetings with the Netherlands, Spain, Turkey and LB staff (including co-located PP and FF staff) for specific areas of interest will be held on the second day of the Random Brokerage Users’ Conference. 3. ITEMS TO BE INCLUDED IN THE AGENDA OF NEXT MEETING The Random Brokerage Users' Conference noted that at present there are no specific items to be included in the Agenda of the next Random Brokerage Users' Conference meeting. 4. DATES AND PLACE OF NEXT MEETINGS The Random Brokerage Users' Conference agreed to hold:  the 34th Random Brokerage Users’ Conference on 27-28 April 2021 in Estoril, Portugal, subject to confirmation by Portugal and depending upon the COVID-19 situation;  the 35th Random Brokerage Users’ Conference on 16-17 November 2021, at NSPA. NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS - 15 -  NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS NSPA(2020)RB-UC/DS/33 ACTION 5. EXECUTIVE SUMMARY OF THE 33rd RANDOM BROKERAGE USERS' CONFERENCE MEETING The Random Brokerage Users' Conference: 5.1 Noted that NSPA will provide the participants with an electronic copy of the draft Executive Summary of the 33rd Random Brokerage Users' Conference meeting by 20 November 2020. 5.2 Invited the participants to the RB UC meeting to provide any comments to the draft Executive Summary for inclusion in the revised Executive Summary, no later than 04 December 2020. 5.3 Noted that the revised Executive Summary, incorporating all comments received from the participants, will be provided to all user nations no later than 11 December 2020. NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS - 16 -  NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS NSPA(2020)RB-UC/DS/33 ANNEX I ANNEX I - 2021 OPERATIONAL TURNOVER PROJECTIONS NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS - 17 -  NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS NSPA(2020)RB-UC/DS/33 ANNEX II ANNEX II - SUMMARY OF DECISIONS Decision Page Item Subject Decision 33/01 5 I.2 APPROVAL OF THE Approved the Agenda of the 33rd AGENDA Random Brokerage Users' Conference meeting, with the deletion of Item IV, para. 6, “Manpower and Resources Plan”. 33/02 13 IV.3 2021 OPERATIONAL Recommended the LOG/FAA TURNOVER PROJECTION Committees to endorse the 2021 Operational Turnover Projection as amended, for approval by the ASB. 33/03 13 IV.4 2021 ORGANISATION AND Recommended the LOG/FAA to PERSONNEL endorse the: ESTABLISHMENT (O&PE) • 2021 O&PE Proposal with the PROPOSAL creation of post PP-367, Buyer, B-5 (Random Brokerage Supply). • Addendum to the 2021 O&PE Proposal with the suppression of the vacant post LB-111, Senior Technical Officer, A-3, Special Projects Section (Random Brokerage Projects). for approval by the ASB. 33/04 14 IV.5 2019 ACTUAL AND 2021 Recommended the LOG/FAA FORECAST Committees to endorse the 2021 direct ADMINISTRATIVE COSTS man-years and the direct INCURRED BY NSPA Administrative Cost Forecast, for (LOGISTICS OPERATIONS) approval by the ASB. IN SUPPORT OF RANDOM BROKERAGE NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS - 18 -  NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS NSPA(2020)RB-UC/DS/33 ANNEX III ANNEX III - LIST OF ACTION ITEMS Action Page Item Subject Action OPI Due date Item 33/01 8 II.1 RANDOM Issue: NSPA End Dec 20 BROKERAGE • a letter to the nations PROGRAMME detailing the need to revise DIRECTIVE AND the RB Fund 24 GOVERNANCE administrative fee STRUCTURE mechanism. Additionally, a ANALYSIS proposal will be submitted on how to redistribute over the nations the required adjustments to cover the administrative shortfall • a revised version of the letter on the efficient processing of low-value requirements 33/02 15 IV.6 MANPOWER AND Forward the 2022 NSPA End Dec 20 RESOURCES PLAN Manpower and Resources Plan and the 2023 projection to the Random Brokerage User Nations for information and acknowledgement NATO UNCLASSIFIED RELEASABLE TO THE RB UC USER NATIONS - 19 -