Pre-solicitation

Pre-solicitation is the stage of a procurement that comes before the formal solicitation. At this point the buyer is preparing the competition, testing its approach with industry and, in many cases, announcing that a solicitation is on the way. No bids are being accepted yet.

In NATO procurement, pre-solicitation exchanges are discussions used to validate the intended solicitation strategy and its provisions before the formal process begins. NATO requires them to be conducted under the framework of a Request for Information (RFI). The term also appears on advance announcements called Pre-Solicitation Notices, which tell suppliers what is coming and when.

How NATO's Procurement Manual treats pre-solicitation exchanges

NATO's Procurement Manual places pre-solicitation as a stage ahead of the formal solicitation. It describes the exchanges as a way to validate the intended solicitation strategy and the solicitation provisions before the competition is launched.

• The exchanges are separate from the formal solicitation.
• They must be conducted under an RFI framework.
• Procurement staff lead this stage, with support from the requesting divisions.

The manual also uses the related term pre-solicitation exchanges and conferences. The point is the same: the buyer talks with industry in a structured, documented way before it commits to the terms of a competition.

Pre-Solicitation Notices from NATO Allied Command Transformation

NATO Allied Command Transformation (ACT) publishes Notification of Procurement Opportunity (NOPO) documents headed "Pre-Solicitation Notice." A published example gives the anticipated solicitation-release date, the closing date and the contract-award date. Another notice shows the format used for planned competitive procurements, including contractor-support requirements.

These notices can also state eligibility restrictions, such as participation limited to vendors from NATO member nations. A supplier reading one should check the dates, the scope description and the eligibility language before deciding whether to prepare for the competition.

Who can respond to NATO opportunities

NATO's procurement opportunities page explains that opportunities are generally reserved for companies registered in NATO member nations, although exceptions can apply. Canada is a NATO member, so Canadian-registered firms fall within the general rule. Each notice still sets its own conditions, and those conditions govern.

Market surveys and industry days before a competition

The NATO Communications and Information Agency describes its procurement process as one that can include market surveys and industry days while a statement of work is being developed. These tools let NATO assess the solutions available before it issues a competition. They serve the same purpose as pre-solicitation exchanges: the buyer learns what the market can offer, and suppliers learn what the buyer intends to ask for.

Other allied systems use similar vocabulary. Under U.S. federal acquisition rules, a presolicitation notice informs industry and the public that the government intends to issue a solicitation soon, as set out in FAR Part 5.

What pre-solicitation means for a supplier bidding on Canadian public contracts

Treat the pre-solicitation stage as the cheapest point at which to influence a competition. When a buyer issues an RFI or an advance notice, respond with clear capability information and note any provision in the planned approach that would shut out qualified suppliers. Record the anticipated release, closing and award dates so your bid team can plan resources before the solicitation lands.

For NATO work, confirm that your company meets the member-nation registration requirement before investing time. For any Canadian buyer, read the notice itself to see how it uses the term, since the stage and its obligations are defined by the buyer's own documents.