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Procurement Process

NCIA's procurement process is conducted in five phases that each serve an important role in ensuring fairness to industry and the integrity of our competitions. During this process, NCIA and industry have different obligations that culminate in a contract award.

In addition to phases, the procurement process is also supported by specialised roles. The staff in these roles help industry navigate our procedures and ensure clear points of contact exist in competitive and non-competitive contexts.

Phases

Our procurement process has five phases. The process formally begins with the announcement of a competition and ends with contract closeout. The duration of each phase can vary depending on the procurement method being used as outlined by NATO regulations.

Learn more about each phase and what activities take place for NCIA and industry below.

1

PLANNING

This phase begins with the publication of a competition's announcement or Notification of Procurement Opportunity (NPO) on NCIA's bulletin. During this phase:

NCIA

We write the Statement of Work (SoW) for a competition based on our requirements and assemble it into a solicitation. In support of writing the SoW, we may also conduct market surveys and host industry days to assess the solutions available to satisfy our requirements.

Industry

Companies are invited to submit their Declarations of Eligibility (DoE) via their National Authorities, if required per a competition's announcement or NOI. The Contracting Officer (CO) of a procurement opportunity can provide you with the contact details of your DoE issuer.

2

SOLICITATION

This phase begins when we release the solicitation as an Invitation for Bid (IFB) or Request for Proposal (RFP) to companies with submitted DoEs. The applicable General Bidding Instructions (see Terms and Conditions) apply to all solicitations and should be reviewed by companies. During this phase:

NCIA

We collect any submitted bids. We also answer to companies' questions regarding the contents of the solicitation. We may also conduct a Bidders' Conference depending on the opportunity.

Industry

Companies submit their bids. If necessary, companies may submit questions to understand the solicitation better or if they encounter any ambiguities in the solicitation that prevent them from assembling a complete bid.

3

EVALUATION

This phase begins with the evaluation of the received bids. During this phase:

NCIA

We evaluate the bids against the requirements outlined in the solicitation. If there are questions concerning a company's bid, a clarification request (CR) will be issued to the company. All communication during this phase is conducted formally as part of the CR process, and COs are unable to answer companies' questions.


Industry

Companies respond to clarification requests when received.

4

CONTRACT AWARD

This phase begins when the evaluation concludes and the companies who participated in the competition are notified of the results. During this phase:

NCIA

We issue a contract to the successful company for signature.

Industry

The successful company signs the contract and sends it back to NCIA for countersignature, with the aim of reaching a mutual agreement. Unsuccessful companies can request a debrief as a learning opportunity and for NCIA to exchange additional information on the reason(s) why the bid was not successful.

5

CONTRACT ADMINISTRATION &
CLOSEOUT

This phase begins with the implementation of the requirement and the execution of the contract, and it ends with final payment under the contract and contract closeout. During this phase:

NCIA

We oversee the work conducted by the company in accordance with the provisions set out in the contract. Upon completion of the work, we conduct closeout procedures.

Industry

Companies perform the work as set out in the signed contract. Following delivery of the work, companies submit their invoices to us for processing and closeout.

Roles

Our procurement process is supported by specialized staff that perform various roles before, during, and after procurements. Industry may find themselves engaging with staff in these functions when conducting business with us.

Contracting Officers

Contracting Officers (COs) facilitate the procurement process. They are your points of contact for all competition matters.

View a procurement opportunity to determine the right point of contact.

Industry Relations Staff

Industry Relations leads the industry strategic engagement planning and implementation through non-competitive dialogue and partnerships, engaging industry through multiple platforms and venues, including NCIA's flagship event, NATO Edge.

Check out our partnerships section to see the latest we have to offer.

National Technical Expert (NATEX)

These staff are employed by National Authorities and embedded in NCIA. They support their national industries and facilitate awareness of NCIA opportunities. If a company wishes to escalate concerns regarding the procurement process to their National Authority, their NATEX can support them.

The CO of a procurement opportunity can provide you with the contact details of your NATEX.

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Still have questions?

Please consult the Documents and Resources section, which contains help articles and other information that may provide you with answers.

You can also submit your questions to us via a contact form on the Business page.