Doing Business Doing Business with NATO ISwith NATO IS

Slovak Industry DaySlovak Industry Day

3 May 20123 May 2012

Who are we?Who are we?

NATO HQ is the political and NATO HQ is the political and administrative centre of the administrative centre of the Alliance and the permanent Alliance and the permanent

home of the NAChome of the NAC

Key FiguresKey Figures 4,0004,000

People work at HQ on a full-time basisPeople work at HQ on a full-time basis 5,0005,000

Meetings take place every yearMeetings take place every year 40,000,00040,000,000

Average yearly procurement spendAverage yearly procurement spend 3,0003,000

Contracts and purchase orders were issued in 2011 Contracts and purchase orders were issued in 2011

What do we buy?What do we buy?

16.40%

12.68%

10.99%

8.46%8.37%

7.22%

3.39%

3.12%

3.01%

2.82%

2.70%

2.00%

18.84%

Security Guard Services

Datacom and network connectivity installationdevices and equipment

Industrial Cleaning Services

Lease and Rental of Property or Building

Consultancy services

Utilities (electrical utilities mainly)

Building and facility Construction andMaintenance Services

Supply of fuel oil

Telecommunications media services

Computers

Software or Hardware Engineering

Safety and Security System installation services

All other type of work carried out

Who buys?Who buys?Financial Control

Accounting & Treasury Sections

Infra & Security SptUnit

ICT & MiscSupport Unit

Services SupportUnit

Procurement Service

Financial Control

Accounting & Treasury Sections

Infra & Security SptUnit

ICT & MiscSupport Unit

Services SupportUnit

Procurement Service

Key ContactsKey Contacts Head Procurement ServiceHead Procurement Service

Mr. Javier CARRASCO (#4477)Mr. Javier CARRASCO (#4477) carrascopena.javier@hq.nato.intcarrascopena.javier@hq.nato.int

Head ICT UnitHead ICT Unit Mr. Yves VAN SCHENDEL (#4202)Mr. Yves VAN SCHENDEL (#4202) vanschendel.yves@hq.nato.intvanschendel.yves@hq.nato.int

Head Infra Support UnitHead Infra Support Unit Danielle VANDERBEKEN (#4473) Danielle VANDERBEKEN (#4473)

vanderbeken.danielle@hq.nato.int vanderbeken.danielle@hq.nato.int Head Services Support UnitHead Services Support Unit

Esther ASENSIO (#4473)Esther ASENSIO (#4473) asensio.esther@hq.nato.int asensio.esther@hq.nato.int

How do we buy?How do we buy?

Public Procurement principlesPublic Procurement principles NATO IS Procurement ManualNATO IS Procurement Manual

Business OpportunitiesBusiness Opportunities http://www.nato.int/structur/procurement/http://www.nato.int/structur/procurement/

Annual Procurement PlanAnnual Procurement Plan

Procurement RegulationsProcurement Regulations

NORTH ATLANTIC COUNCIL

NATO Financial Regulations

OPLANs NATO Agencies Charters

Imp. Rules & Procedures Mil HQs

BUDGET COMMITTEE

INFRA COMMITTEE

BOARD OF DIRECTORS

Imp. Rules & Procedures IS

Infrastructure Manual

AC/4-D/2261AC/4-D(2008)0002-REV1

AC/4-D(2007)003

Bi-SC Procurement

Directive

Procurement Regulations

NATO IS Procurement

Manual

NATIONS

Procurement PrinciplesProcurement Principles

PublicPublicProcurementProcurement

Competition IntegrityTransparency Integrity

Secondary objectives: value for money, economy, efficiency, effectiveness, uniformity, wealth distribution, risk avoidance, NATO procurement objectives, etc.

www.nato.intwww.nato.int

NATO Biz-OppsNATO Biz-Opps

http://www.nato.int/structur/http://www.nato.int/structur/procurement/biz-opps.htmlprocurement/biz-opps.html

Annual Procurement PlanAnnual Procurement Plan

Can be downloaded from websiteCan be downloaded from website Rolling plan updated quarterlyRolling plan updated quarterly

Includes all procurement actions Includes all procurement actions exceeding EUR 19,500exceeding EUR 19,500

Key information about future Key information about future business opportunities business opportunities Description, purpose, procurement Description, purpose, procurement

method, solicitation reference, planned method, solicitation reference, planned issue and closing dates, POCs, and issue and closing dates, POCs, and statusstatus

How to succeed (I)How to succeed (I) Visit web-site periodicallyVisit web-site periodically

Establish contact with national Establish contact with national authorities (e.g., national delegation)authorities (e.g., national delegation)

Download solicitations and read Download solicitations and read them throughthem through

Pay special attention to eligibility Pay special attention to eligibility related clausesrelated clauses

How to succeed (II)How to succeed (II) Pay attention to contract award related Pay attention to contract award related

clausesclauses Lowest Technically Compliant vs. Best ValueLowest Technically Compliant vs. Best Value

Ask for clarification whenever required Ask for clarification whenever required or to suggest alternative approachesor to suggest alternative approaches

Participate in bidders conferences and Participate in bidders conferences and establish networks establish networks

Make sure you include all required Make sure you include all required documentationdocumentation

How to succeed (III)How to succeed (III) Follow the rulesFollow the rules

Make sure your offer arrives in timeMake sure your offer arrives in time

Follow-up on any requests for Follow-up on any requests for clarification or discussionsclarification or discussions

If unsuccessful, learn from your own If unsuccessful, learn from your own errorserrors

Significant Biz-OppsSignificant Biz-Opps

New HeadquartersNew Headquarters Procurement of furnitureProcurement of furniture

Specifications under developmentSpecifications under development Issue date planned in 3Q 2013Issue date planned in 3Q 2013

Transition Management and Support Transition Management and Support related requirementsrelated requirements Office relocation and move managementOffice relocation and move management Catering, O&M, logistics, and outsourcing Catering, O&M, logistics, and outsourcing

studiesstudies Other related requirementsOther related requirements Some procurement actions already started, Some procurement actions already started,

details available in latest version of details available in latest version of procurement planprocurement plan

ICT Revitalization ICT Revitalization

NR2 Systems IntegrationNR2 Systems Integration Proposals under evaluationProposals under evaluation

ERP solution implementation and ERP solution implementation and supportsupport Closing date 1 Jun 2012Closing date 1 Jun 2012

Migration to new siteMigration to new site Project in initiation phaseProject in initiation phase Procurement planned in 1Q 2014Procurement planned in 1Q 2014

Resource ReformResource Reform

NATO Office of Resources NATO Office of Resources Resource Management SystemResource Management System Procurement of project portfolio Procurement of project portfolio

management capabilitymanagement capability Licenses, implementation, and Licenses, implementation, and

IV&V servicesIV&V services Procurement planned in 3Q 2012Procurement planned in 3Q 2012 More information in procurement More information in procurement

planplan

Shared ServicesShared Services Consulting services in support to Consulting services in support to

the office of shared servicesthe office of shared services Execution of design phaseExecution of design phase Work package approachWork package approach Planned issue date 2Q 2012Planned issue date 2Q 2012 Implementation strategy dependent on Implementation strategy dependent on

outcome of design phaseoutcome of design phase

Questions??Questions??

Javier Carrasco PenaJavier Carrasco PenaHead, Procurement ServiceHead, Procurement ServiceFinancial ControlFinancial ControlNATO HQNATO HQe-mail: carrascopena.javier@hq.nato.inte-mail: carrascopena.javier@hq.nato.intTel: +32-(0)2-707-4477Tel: +32-(0)2-707-4477