Deadline Date:
Tuesday, 20 May 2025
Requirement: Provision of Document Management Services
Location:
Mons, BELGIUM
Time On-Site:
100%
Not to Exceed:
2025 Base Period: 54729 EUR, 2026 Option, 2027 Option
Period of Performance:
02 July 2025
Required Security Clearance:
NATO SECRET
Project Specifics:
Introduction
- NIMSC SATCOM Business Unit provides NATO and its Partners with scalable, protected, secure, reliable, and integrated SATCOM Services with focus on NATO Operations, Crisis Response, Missions, Exercises and Business Continuity. NIMSC SATCOM has Life-Cycle responsibility for SATCOM Capabilities and Services. NIMSC SATCOM offers Capabilities and Services that are designed, integrated and tested to operate based on Satellite Communication Technologies, accessible from any location on the Globe. NIMSC SATCOM operates the NATO Satellite Communication (SATCOM) Ground Stations in Kester (BEL), Lughezzano (ITA), Atalanti (GRC), Izmir (TUR), Eggemoen (NOR), Costa Da Caparica (PRT) and supports NISRF Sigonella, Catania (Italy).
The contractor will provide expert support in the field of document and information management. Responsibilities will include the organization and migration of existing documentation, the establishment of a comprehensive governance framework, and the development of tools and templates to streamline the documentation process.
Key to this work is the full migration from TT-Coms and other legacy repositories to SharePoint, ensuring that all content is logically structured, metadata-rich, permission-controlled, and accessible in accordance with NCIA policies.
Tasks and Responsibilities:
- Designing and implementing a structured document management system within SharePoint.
- Creating and managing SharePoint libraries, metadata schemas, and taxonomy models.
- Planning and executing the migration of documents and folder structures from TT-Coms and legacy SharePoint environments.
- Establishing document access control policies and configuring role-based permissions.
- Developing document templates for use across engineering and management functions.
- Establishing document lifecycle management workflows (e.g., versioning, archiving, approvals).
- Providing comprehensive training to users on new procedures, templates, and SharePoint features.
- Creating and maintaining detailed user manuals and training materials tailored to various user roles.
- Supporting collaboration between technical and program management teams.
- Providing support for audit and compliance reviews.
- Creating dashboards and reporting capabilities within SharePoint.
- Monitoring adoption and proposing continuous improvements.
Place of Performance:
The contractor will provide services onsite at NCI Agency in Mons, Belgium in designated as Class II Security Area.
Travel Requirement:
Travel may be required to other Purchasers’ locations on exceptional basis. Travel arrangements will be the responsibility of the contractor and the expenses will be reimbursed in accordance with Article 5.5 of AAS Framework Contract and within the limits of the NCIA Travel Directive.
Hours of Operation:
The Contractor is expected to follow the Purchaser’s working hours—Monday to Thursday from 08h30 until 17h30 and Friday from 08h30 until 15h30.
Reporting:
Contractor shall produce Monthly Service Performance Report completion reports (format: e-mail update), which include details of activities performed, the list of the KPI completion and penalties if it is applicable.
Safety and Compliance and other arrangement:
- Follow all safety protocols to prevent accidents and injuries.
- Ensure compliance with agency, industry standards and regulations.
- Keep up-to-date with the latest advancements in SATCOM and networking communication technology used on site.
- The Contractor shall manage and be responsible for all activities mentioned in the Section 2.
- The Supplier shall strive to lower the rotation of Contractor’s personnel and maintain the same staff Contractor working under this SoW.
- The Purchaser will support the Contractor with access to the IT systems as required.
- The Contractor shall install and operate the equipment following the manufacturer’s requirements.
- The Contractor shall minimize the impact to the service during the execution of the work.
- The Contractor shall bring immediately to the attention of the Purchaser Point of Contact on-site any issues preventing the execution of the work.
The Contractor should fulfil the following requirements:
- Security Clearance: The Contractor shall possess valid NATO SECRET Personal Security Clearances for the duration of the Contract performance
- University degree in Information Management, Library Science, IT, or related field, or at least 8 years working in the field.
- At least 5 years of professional experience in document management and governance.
- Proven expertise with SharePoint (Online or On-Premise), including permissions, metadata, workflows, and customization.
- Experience working with engineering or technical documentation.
- Strong knowledge of document control standards and lifecycle management.
- Skilled in change management and user training.
- Excellent communication and interpersonal skills.
- Fluent in English (spoken and written).
- Desired Qualifications:
- Language Proficiency: English: C1 + Local assignment language fluency (Nice to have)
- Background in engineering or familiarity with engineering workflows.
- Previous experience with NATO or similar defense organizations.
- Knowledge of ITIL, PRINCE2, or other project/service management frameworks.