1. Advance notice and market survey
Large procurements usually start with an advance notice or a market survey (Request for Information, RFI). At this stage the buyer maps which suppliers and solutions exist. Responding is non-binding, but it is the best moment to influence how the final requirement specification is shaped.
2. Eligibility and registrations
Before bidding, the basics must be in place: an NCAGE code, registration in the buyer's supplier portal and often an endorsement from the national authority. Classified procurement also requires a facility security clearance, which takes months to obtain.
3. The tender (IFB / RFP / RFQ)
The actual tender is published in the buyer's portal. Several formats exist: an IFB (Invitation for Bid) emphasises price, an RFP (Request for Proposal) overall value, and an RFQ (Request for Quotation) simple deliveries. The response window is typically three to eight weeks.
4. Questions and bid submission
Bidders have a deadline for clarification questions, and the answers are shared with everyone. Bids are submitted electronically, often as separate technical and commercial volumes. A formal error – a missing annex or the wrong file format – almost always leads to rejection.
5. Evaluation, contract and life cycle
Evaluation moves from an eligibility check to technical assessment and finally price comparison. The decision is followed by contract negotiation and delivery, and in many cases a long period of life-cycle support. Winning the contract is only the start of the relationship.
Common pitfalls
- the notice is spotted too late, leaving only a few days
- registrations and clearances are started only after the tender is out
- requirements are answered generically instead of point by point
- references and standards are missing or do not match what was asked
How Salpa helps
Salpa monitors NSPA, NCIA, ACT, ACO and NATO HQ notices and alerts you as soon as a relevant procurement moves from advance notice to tender. That leaves time for preparation, not just rushed writing.