Call: Supply and delivery of an integrated digital signage screen solution and content orchestration platforme

Buyer: NATO HQ, Brussels

Close Date: Jun 19th 2026

Project Description: The purpose of this Request for Quotation (RFQ) is to award a single contract for an for the supply and delivery of an integrated Digital Signage Screen solution together with a Content Orchestration Platform (software) per the ANNEX I Statement of Work of the RFQ.

INTRODUCTION: This Statement of Work defines the requirements of the Council Secretariat (hereinafter referred to as “CONSEC”) for the supply and delivery of an integrated Digital Signage Screen solution together with a Content Orchestration Platform (software), as detailed in the Bill of Materials (BoM).

The scope of this SoW includes:

• The provision of digital signage display units with integrated status indication

• The provisioning of Kiosk-type Digital Signage units

• The provision of a centralized software platform for digital signage and content management

• All required licenses, accessories, and supporting components necessary for a complete and operational solution

The objective of this procurement is to replace existing signage screens that have reached end of life and to extend the current digital signage. The new solution shall support both room scheduling functions and broader communication use cases, including event branding, general messaging, and distribution of media content across multiple displays.

The solution shall be designed for operation within a professional conference environment and shall ensure reliability, ease of deployment, and long-term maintainability.

BACKGROUND INFORMATION: This procurement is part of NATO’s broader Asset Replacement Program and supports the modernization of digital signage capabilities within the Conference Center and Public Square.

The Procurement Service acts on behalf of CONSEC and will issue this SoW as part of a Request for Quotation, open to suppliers officially authorized by the original equipment manufacturer (OEM) or equivalent, ensuring full access to OEM warranty and support.

The Authority already operates an in-house developed digital signage and control solution, which is deployed on the same type of embedded media player as required in this project.

This solution encompasses integration with scheduling systems, as well as the implementation of control logic governing display content and status behaviour.

As part of this project, the existing application stack will be reused. Media players will operate using pre-configured software supplied by the Authority, and no additional development or configuration activities are anticipated from the Contractor.

Accordingly, this project represents a continuation and extension of the existing digital signage ecosystem.

STATEMENT OF OBJECTIVES

CORPORATE OBJECTIVE: To modernize and enhance CONSEC’s digital signage infrastructure through the acquisition of an integrated display solution and a centralized content orchestration platform.

This initiative supports the broader digital transformation of audiovisual services by introducing a flexible, IP-based, and software-driven environment, enabling consistent communication across the Conference Center and Public Square.

By implementing this solution, CONSEC will establish a unified platform that combines room scheduling functions with extended digital signage capabilities. This platform will support daily operations as well as high-level events.

The proposed approach will provide key benefits, including improved operational flexibility, centralized content control, enhanced visual communication, and simplified system management. It will also enable the reuse of existing infrastructure, reduce installation complexity, and ensure long-term maintainability.

CONTRACTOR FURNISHED PROPERTY AND SERVICES: The Contractor shall provide all hardware, licenses, subscriptions and associated services as described in the Bill of Materials (BoM). In addition, the Contractor shall fulfil all associated requirements related to the delivery.

CONTRACTOR TASKS

GENERAL – Under the supervision of CONSEC, the Contractor shall be responsible for the complete delivery of the solution and services as outlined in the Bill of Materials (BoM). The Contractor shall ensure that all components are delivered in accordance with the agreed schedule, are fully functional, and comply with the technical and performance specifications.

CONTRACTOR’S TASKS

• Product Supply and verification

o Supply all hardware, software, and support entitlements as listed in the BoM.

o Ensure that all items comply with the required performance, security, and interoperability standards.

o Verify that hardware and software are delivered with current firmware and licensed features.

• Logistics and Delivery Coordination and License Activation

o Provide confirmation of entitlement coverage (hardware support, software subscriptions).

o Coordinate with NATO staff during initial configuration to ensure all licenses and entitlements are functional.

o Coordinate and execute secure delivery of all equipment to the designated NATO HQ location.

o Deliver all equipment in a single consolidated shipment, no later than 6 weeks after contract award.

o Provide advance notice of delivery dates and handle any customs or clearance procedures if required.

o Ensure packaging is compliant with applicable transport and environmental standards.

• Support

o Act as the primary point of contact for support incidents requiring any coordination with solution supplier.

o Ensure access to all entitled updates, patches, and knowledge base resources throughout the subscription and support periods.

• Documentation and handover

o Provide all relevant documentation including license entitlement details, serial numbers, firmware versions, and certificates of conformity.

o Deliver proof of registration and entitlement in the OEM support portal.

o Designate a single point of contact for all project coordination.

o Submit a final delivery and completion report summarizing delivered items and entitlements.