Description of Requirement (complete).pdf

NATO UNCLASSIFIED

Acquisition Office

NCIA/ACQ/2026/ 07170

Introduction

The NATO Communications and Information Agency (NCIA) hereby notifies the following Procurement Opportunity in accordance with the Procedure for NATO Competitive Procurement (link). This notification is issued to foster open and fair competition among eligible vendors from participating nations. This notification does not constitute a commitment to award a contract.

Vendors are invited to review the requirements described herein and to submit their bids in accordance with the instructions provided in this notification and subsequent solicitation documentation. All interested vendors are reminded that timely registration and compliance with eligibility requirements are essential, as deadlines for submission may not be extended.

Vendors are advised to regularly check for updates to this notification.

This opportunity reflects NATO’s commitment to transparency, equal treatment of suppliers, and the efficient delivery of goods, works, and services in support of NATO missions and participating nations.

All eligible and responsible sources may submit a quotation, bid, or proposal, which shall be considered by the NCIA.

1. Title of Procurement Opportunity

Provision of Occupational Health & Safety Services for NCIA

2. Description of Requirement

Project Objective

The NATO Communications and Information Agency (NCIA) is required to ensure compliance with applicable Occupational Health and Safety (OHS) regulations across all locations and to maintain effective control of OHS risks within its operations. The Agency operates across multiple host nations with differing regulatory frameworks and varying levels of risk visibility.

At present, there is a need to establish an Agency-wide baseline of OHS risks and a consolidated view of applicable regulatory requirements. To address this, the Agency requires external support to establish regulatory clarity, develop a baseline understanding of risks across its footprint, and provide ongoing operational OHS support. Baseline information and documentation may be available at selected locations; however, such information is not currently standardised or consolidated at Agency level.

The purpose of this bidding is to enable the Agency to engage a qualified contractor capable of implementing an Agency-wide Occupational Health and Safety support capability.

https://www.nato.int/content/dam/nato/webready/documents/finance/procurement-procedure_en.pdf

The Agency seeks to establish a sustainable, scalable and performance-driven OHS capability, combining regulatory compliance, risk management, and continuous improvement across its multi-site environment.

Scope of Work

PHASE 1: REGULATORY OVERVIEW & BASELINE RISK ASSESSMENT:

• Regulatory Overview: Identify and document all applicable OHS legislation and regulatory requirements for each host nation and NCIA location.

• Baseline Risk Assessment: Conduct structured OHS risk assessments at all locations where these have not yet been completed, using a standardised and repeatable methodology aligned with ISO 45001 principles. Establish a consistent, comparable baseline of risks identifying mitigation measures and recommendation for improvement.

Deliverables:

• Regulatory compliance matrix (by location).

• Baseline risk assessment reports (by location).

• Summary report with findings, recommendations, and prioritised action plan (by location)

PHASE 2: MANAGEMENT SYSTEM DESIGN & IMPLEMENTATION

• OHS Management System Design and Implementation: Develop, in consultation with

Agency OHS, an updated OHS Management System, including policies, procedures, and compliance tools, in line with ISO 45001 requirements.

• Documentation: Provide procedures and associated templates for risk registers, incident logs, corrective action tracking, and reporting formats.

• Updated OHS Management System documentation, including Procedures, templates and tools for ongoing compliance;

• Recommendations for OHSMS maintenance and improvement.

PHASE 3: OPERATIONAL SUPPORT & CONTINUOUS IMPROVEMENT

• Routine OHS Activities: In line with the ISO 45001 requirements, deliver routine and essential OHS activities

• Continuous Improvement: Provide annual improvement plans, benchmarking, and innovation proposals. Continuous improvement is a core contractual requirement.

• Routine OHS activity reports (quarterly/annual).

• Incident investigation and corrective action tracking reports.

• Annual improvement and benchmarking reports.

• Digital dashboards and standardised reporting formats.

DELIVERABLES SUMMARY:

Deliverables are intended to enable operational decision-making, risk reduction, and measurable improvement in OHS performance across the Agency

Phase Deliverable Description Format Acceptance

Criteria

Regulatory compliance matrix (by location).

Overview of OHS regulations, per location Digital Agency-approved

Baseline risk assessment reports identifying key risks, control gaps, and prioritised mitigation actions (by location)

Risk surveys, per location

Digital Agency-approved

Summary report with findings, recommendations, and prioritised action plan (by location)

Findings, recommendations, per location Digital Agency-approved

Updated OHS Management System documentation including procedures, templates and tools for ongoing compliance

Policies, SOPs, compliance tools

(ISO 45001

requirements)

Digital Agency-approved

OHS MS Maintenance and improvement Recommendations

OHS MS

maintenance and improvement plan

Digital Agency-approved

Phase Deliverable Description Format Acceptance

Criteria

3 Routine Activity Reports Audits, inspections, compliance Digital

Submitted quarterly/annually

Incident Investigation

Reports Root cause analysis, corrective actions Digital

Submitted within 10 days

Improvement &

Benchmarking Reports Annual plans, benchmarking

Digital Agency-approved

3 Dashboards & Reporting Standardised digital dashboards Digital Agency-approved

All deliverables must use standardised reporting templates. The Contractor may propose these templates as part of their technical proposal.

PERFORMANCE METRICS (KPIS/SLAS)

KPI Target Measurement

Incident reporting ≤ 24 hours Time from occurrence to reporting

Audit completion ≥ 95% Planned vs completed audits

Corrective action closure ≤ 30 days CAPA tracking

Risk assessment coverage 100% Planned vs completed

Reporting timeliness 100% Delivery schedule compliance

Data accuracy ≥ 98% Validation checks

Stakeholder satisfaction ≥ 85% survey-based, annual

KPIs shall be used to monitor Contractor performance and inform periodic performance reviews

Repeated failure to meet KPI thresholds may result in corrective action plans or contractual remedies as defined by NCIA.

PLACE OF PERFORMANCE

Indicative performance location (subject to confirmation, head count based on CPO tables, March 2026)

Location Name Physical Address Staff count Tier

Atalanti

ESDE Atalanti

DORYFORIKOS STATHMOS NATO

Atalanti 35200 Greece

20 3

Athens

Gravias Str 6 Agia Paraskevi 15342 Athens

Greece

18 3

Ankara Ankara, TUR 9 3

Braine L Alleud Place du Luxembourg 3-4, 1420 Braine-L’Alleud, Belgium 604 1

Brunssum

CSSC: Building H204, CSU: Building H203, Rimburgerweg 30 6445 PA Brunssum

The Netherlands

280 1

Brussels

NATO Communications and Information Agency

NATO HQ Boulevard Leopold III B-1110 Brussels

Belgium

595 1

Bydgoszcz

Szubinska 2 Str.

85-915 Bydgoszcz Poland

66 2

Costa Da Caparica Estrada da Fonte da Telha Apartado 10

2826-901 Costa De Caparica Portugal

19 2

Eggemoen

PO Box 1250 3503 Honefoss

Flattum Norway

22 2

Grazzanise Grazzanise, ITA 17 3

Izmir

NATO LANDCOM NATO MEBS Bölge Komutanlığı

448/1 Sk. Building 48 35380 Sirinyer, Izmir

Turkey

69 2

Kester Kesterweg 80 1755 Kester

Belgium 30 2

La Spezia Viale S. Bartolomeo, 400

19126 La Spezia SP Italy

7 3

Lughezzano

Contrada Ca'di Sotto

37030 Lughezzano Frazione di Bosco Chiesa Nuova (Verona)

Italy

33 3

Mons

NCI Agency CSU Mons

Rue Grande - N6

7010 SHAPE

Belgium

864 1

Naples

JFC Headquarters Via Madonna del Pantano Building 1 to main complex

80014 Lago Patria - Giugliano in campania, Naples

Italy

88 2

Norfolk 7857 Blandy Road, Suite 100

Norfolk, VA 23551-2490

USA

87 2

Northwood

Northwood Headquarters, Atlantic Building, Sandy Lane , Northwood, Middlesex

HA6 3HP

United Kingdom

88 2

Oeiras

NCI Academy, Reduto de Gomes Freire Estrada da Medrosa, 2780-070 Oeiras, Portugal

190 1

Poggio Renatico

Via Ponte Rosso 1

44028 Poggio Renatico (FE) Italy

44 2

Ramstein

Ramstein Air Base, 66877 Ramstein-Miesenbach Germany

74 2

Sigonella

Aeroporto Militare Sigonella (NAS 2)

Building 177 Contrada Sigonella SP 69/II

96016 Lentini Italy

Stavanger

Joint Warfare Centre Eikesetveien 29 4032 Stavanger

Norway

53 2

The Hague Oude Waalsdorperweg 61

2597 AK The Hague Netherlands

1284 1

Torrejon

Edificio 201 Base Aerea de Torrejón NII Km 22, 8

28850 Torrejón de Ardoz, Madrid Spain

42 3

Uedem CAOC Uedem Mühlenstrasse 89

47589 Uedem Germany

44 3

Wesel Wesel, Germany 20 3

Yeovilton

NATO JEWCS

RNAS Yeovilton Yeovil, Somerset BA22 8HT

United Kingdom

4 3

3. Vendor Eligibility

a. Participation in this Procurement Opportunity is restricted to vendors from participating NATO nations.

b. This restriction applies to the eligibility of the vendors only and does not require that the goods, works, or services themselves be manufactured or produced within participating nations.

4. Access to Solicitation Documentation

a. Interested vendors may participate to and access the solicitation documentation for this Procurement Opportunity as of the Anticipated Solicitation Release Date as follows:

i. Indicating your interest by emailing the Point of Contact listed above to request being added to the bidder’s list and receive the solicitation (no Declaration of Eligibility (DoE) required).

5. Security Requirements

a. This opportunity is classified as NATO SECRET (NS) and interested vendors are required to meet the above mentioned security level.

6. Language of Solicitation and Bid Submission

a. Solicitation Documentation and Proposal Submission Language(s): English

7. Additional Engagement Opportunities

a. The NCIA may organize the following engagement activities:

i. Industry Day: Not Applicable

ii. Pre-Bid Conference: Not Applicable

End of Notification