SECRETARIAT INTERNATIONAL BuREAU ou CoNTR6LE FINANCIER. NATO Delegations Attn. Secretaries of Delegations (as listed at annex 1)

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1 NATO OTAN INTERNATIONAL STAFF OFFICE OF FINANCIAL CONTROL SECRETARIAT INTERNATIONAL BuREAU ou CoNTR6LE FINANCIER 23 February 2015 To: NATO Delegations Attn. Secretaries of Delegations (as listed at annex 1) Cc: As listed at annex 1 From: Subject: Head of Procurement Pre-Solicitation Conference (RFI) Commercial Opportunities in the New NATO Headquarters Ref.: A: EM(201 0)0285-REV1 - NATO IS Procurement Manual. Purpose 1. In accordance with the provisions of Article of the NATO Financial Regulations and Financial Rules and Procedures for the NATO International Staff (IS), we are pleased to inform you that the RFI stated above has been issued by the NATO IS Procurement Service. 2. The purpose of this Pre-Solicitation Conference is to familiarise the marketplace with a future procurement opportunity for the provision of services in support to the commercial operations in the new NATO HQ. This includes business critical services such as catering, retail shops, medical services and morale and welfare activities (sport and leisure). 3. This conference will take place in the Brosio theatre at NATO HQ in Brussels (Belgium) on Wednesday 11 March Participation in this Pre-Solicitation Conference is not mandatory. Firms that do not participate in this event will remain eligible to take part in any eventual sourcing process. 5. An electronic version of the RFI has been posted on the NATO IS Business Opportunities web-site Please, contact the Procurement Service if you don't have a user account yet. Governing Rules and Eligibility 6. This RFI will follow the market survey procedure (Pre-Solicitation Conference) specified in Reference A. To be eligible to participate in this event, interested firms must possess prior experience or capabilities for the provision of products and services in support to commercial operations. 7. All attendees must be nationals of one of the 28 NATO member nations. Nationals of non- NATO member countries will not be allowed to participate. 1 DMS

2 r ~ Registration procedure and timeframe 8. The necessary form as well as detailed information about the event is provided in the RFI document. 9. Complete registration forms must be received before Wednesday 4 March 2015, at 17h00 (Brussels time). Point of Contact and List of Prospective Participants 10. The Point of Contact for questions and information concerning this RFI is: Mrs Danielle VANDERVEKEN Procurement Officer Office of Financial Controller vanderveken.danielle@hq.nato. int procurement.contracts@hq.nato.int Tel: Fax: NATO HQ - Procurement Service Boulevard Leopold Ill, 1110 Brussels, Belgium 11. We would be grateful if you could invite any eligible national firms who might be interested in this procurement action to participate in this even. Annexes: Annex 1: Distribution List Action Officer: D. Vanderveken IS-OFC(PROC) 2

3 NATO OTAN INTERNATIONAL STAFF OFFICE OF FINANCIAL CONTROL SECRETARIAT INTERNATIONAL BuREAu nu CoNTR6LE FINANCIER 23 February 2015 Aux: Cc: Du : Objet: Ref.: Delegations OTAN a I' attention des Secreta ires de Delegations (voir liste en annexe 1) Voir liste en annexe 1 Chef du Service Achats Conference prealable a Ia consultation du marche (RFI) Commerciales dans le nouveau Siege de I'OTAN A: EM(2010)0285-REV1 -NATO IS Procurement Manual. Opportunite Objet 1. Conformement aux dispositions de!'article du Reglement financier de I'OTAN et aux regles et procedures financieres en vigueur au Secretariat international de I'OTAN, nous avons l'honneur de vous informer que le Service Achats du Secretariat International de I'OTAN a lance Ia RFI en objet. 2. Cette conference a pour but de partager avec des fournisseurs potentiels, des informations relatives au futur appel d'offres visant Ia fourniture de services pour les operations commerciales dans le nouveau Siege de I'OTAN. Ces services couvriront le soutien direct au fonctionnement du Siege, tels des services de restauration, des commerces de detail et des activites de soutien du moral et du bien etre (sport et loisirs). 3. La conference aura lieu au siege de I'OTAN, Salle Brosio, le mercredi 11 mars La participation a cette conference n'est pas obligatoire. Chaque participant potentiel qui ne souhaiterait pas repondre a cette enquete restera eligible pour une participation future a Ia procedure d'acquisition resultant de cette procedure. 5. La version electronique du document est disponible sur le site web «NATO IS Business Opportunities», a l'adresse Vous etes pries de bien vouloir contacter le Service Achats si vous n'avez pas encore votre compte d'utilisateur pour acceder a ce site. Regles en vigueur et criteres d'admissibilite 6. Cet evenement est regi par Ia procedure d'etude de marche (conference prealable a Ia consultation), qui est specifiee dans le document en reference A. Pour pouvoir prendre part a cette conference, les soumissionnaires doivent posseder une experience prealable ou les ressources necessaires pour Ia fourniture de produits et services dans ce domaine. 7. Tousles participants doivent avoir Ia nationalite de l'un des 28 pays membres de I'OTAN. Les personnes ayant une nationalite d'un pays non-membre de I'OTAN ne pourront pas participer a cet evenement. 3

4 Procedure d'enregistrement et date limite 8. Le formulaire d'enregistrement ainsi que des instructions detaiiie~es sur cet evenement figurent dans le document RFI. 9. Les formulaires d'enregistrement doivent etre deposees avant le mercredi 4 mars 2015 a 17 heures (heure de Bruxelles). Point de contact et liste des participants potentials 10. Le point de contact pour toute question ou demande d'information complementaire concernant cette RFI est le suivant: Mme. Danielle VANDERVEKEN Administrateur Achats Bureau du Controleur des Finances vanderveken. danielle@hg. nato. int procurement. contracts@hg. nato. int Tel: Fax: NATO HQ - Procurement Service Boulevard Leopold Ill, 1110 Brussels, Belgium 11. Nous vous saurions gre de bien vouloir inviter toute entreprise qualifiee de votre pays qui pourrait etre interessee par cette procedure d'acquisition a participer dans cet evenement. Nous vous prions d'agreer, Monsieur I'Am ssadeur,!'assurance de notre tres haute consideration. Annexes: Annexe 1: Distribution List Action Officer: D. Vanderveken IS-OFC(PROC) 4

5 ANNE 1 to DISTRIBUTION LIST To NATO Nations as selected by "": Albania Lithuania Belgium Luxembourg Bulgaria Netherlands Canada Norway Croatia Poland Czech Republic Portugal Denmark Romania Estonia Slovak Republic France Slovenia Germany Spain Greece Turkey Hungary UK Iceland us Italy Latvia To Partner Nations as selected by "": ~ ~ I lr I Copy to NATO Staff as selected by "" Financial Controller, NATO-IS Chagnot IS-OFC Financial Controller Head of Procurement, NATO IS Carrasco Pena IS-OFC PROC Head Head of Procurement Unit, Vanderveken-Goossens IS-OFC PROC NATO IS Head of Transition Office, Lazaroae IS-EM(HQST) New HQ Transition NATO IS EM Manager