2025-0156 Project Supp. Serv. for the ITM Recovery Project (NS) BELGIUM - 9 Jun

Deadline Date:  Monday 9 June 2025
 
Requirement:  Project Support Services for the ITM Recovery Project
 
Location:  Braine-l’Alleud, BELGIUM
 
Time On-Site:  100%
 
Not to Exceed:  Base 2025: 11,115 EUR per sprint/ 6 sprints – Total 66,690 EUR, 2026, 2027 and 2028 Options
 
Period of Performance:  7 July 2025
 
Required Security Clearance:  NATO SECRET
 
Introduction:
The ITM Recovery project is meant to replace the legacy Automated Information Systems (AIS) NS classification network with a modernized ITM Operational Network (ON) at NS across the NATO Command Structure (NCS). The project structure includes 14 Work Packages, organized in 4 pillar teams with about 30 people interacting daily with each other and externally too.
 
Objectives:
The objective in this SOW is the NCI Agency to receive specialized support as defined below:

• Organize and maintain SharePoint libraries, documentation, internal and external portals
• Build and maintain reports in Excel, Word, Powerpoint and PowerBI
• Support internal and external meetings, including tracking actions
• Support project activities tracking in JIRA

• Organize and maintain SharePoint libraries, internal and external portals, and wiki pages;
• Support the documentation custodian; maintain documentation configuration baselines and logs; maintain and implements the documentation change management process;
• Support documentation templates for reports, official letters and other project documentation, including contractual artefacts
• Manages permission levels for project team members to project portals, support to SharePoint (SP) utilization.
• Enter/update data in SharePoint, JIRA, ServiceNow.
• Manage stakeholder (lists, privileges, communication)

• Tracking, monitoring and reporting on project progress for various stakeholder reporting.
• Construct and maintain data structures for reporting using Microsoft applications (mainly Excel, PowerBI)
• Assist the PO in tracking and forecasting costs
• Reporting to project management team in intervals as requested.
• Performs other PO related duties as required.

• Support the project activities tracking in JIRA.
• Lead the administrative coordination of physical meetings with stakeholders, preparing agendas, documentation folders, and the overall organization including in rare cases social events organization.
• Support internal project meetings for the project Pillars
• Documenting the action items in meetings and follows-up with the relevant members of the project team
• The contractor will be part of a team and will provide services using an Agile and iterative approach during multiple sprints. Each sprint is planned for a duration of 1 month. The content and scope of each sprint will be agreed during the sprint-planning meeting in writing.

• The contractor shall participate in daily status update meetings, sprint planning, sprint retrospectives and other meetings, physically in the office, or in person via electronic means using Conference Call capabilities, according to project manager’s instructions.
• For each sprint to be considered as complete and payable, the contractor must report the outcome of his/her work during the sprint, first verbally during the retrospective meeting and then in written within three (3) days after the sprint’s end date. The format of this report shall be a short email to the NCIA Point of Contact mentioning briefly the work held and the development achievements during the sprint.
• The contractor shall organize and/or participate in Project Office meetings, or any other ITM meetings when asked by the PO, physically in the office or in person via an electronic means according to project manager’s instructions.
• The Contractor shall agree weekly with the PO a schedule of work, products and delivery dates, which will form the basis of the monthly deliverables report.
• The monthly deliverables report will support the monthly invoicing.
• Purchaser Furnished Equipment: Purchaser will provide to the Contractor staff standard IT work position setup to allow access to the necessary networks, IT systems and tools. The Contractor staff shall follow Purchases policies, procedures and take due care of the Purchaser furnished equipment.
• Access to relevant environments and licenses to commercial third party libraries required to perform the contract will be provided by NCIA.
• At the end of the project, the Contractor shall provide a Project Closure Report that is summarizing the activities during the period of performance at high level.

• All the deliverables provided under this statement of work will be based on NCI Agency templates or agreed with the project point of contact.
• All code, scripts, documentation, etc. will be stored under configuration management and/or in the provided NCI Agency tools.

• Delivering services under this SoW requires a valid NATO SECRET security clearance.
• Any resource proposed for this SOW requires valid NATO SECRET security clearance prior to the start of the engagement.
• The vast majority of the deliverables of this project will be considered NATO UNCLASSIFIED, while work will be performed on the NCIA NATO Restricted network.
• Access to NS classification level material cannot be excluded and the purchaser will facilitate that when and if required.

• This is a deliverables-based contract.
• The contractor will be required to work 100% on site NCI Agency Braine-L'Alleud (BEL) that will include one day per week on site NCI Agency Mons (BEL)
• Exceptional teleworking activities to support service delivery can also be arranged with the line manager’s coordination and approval.
• The work will be conducted during normal office hours following the Braine l’Alleud calendar
• NCIA Recognised Business hours: NCIA Braine-L'Alleud of Operations: Monday to Thursday 0830 – 1700 and Friday 0830 – 1500 (CET)
• Access to relevant environments and licenses to commercial third party libraries required to perform the contract will be provided by NCIA.
• The work depicted in this SOW is expected to be carried by a SINGLE RESOURCE.

• The contractor will in principle not be required to travel. Occasionally travel to the other main NCI Agency locations (Mons (BEL), Brussels (BEL), and other sites within NATO for completing these tasks may be requested and performed under agreement.
• Travel expenses to the NCI Agency locations within BELGIUM will not be separately reimbursed.
• The Travel expensis that are out of scope and will be borne by the NCI Agency separately in accordance with Article 5.5 of AAS Framework Contract and within the limits of the NCIA Travel Directive.

• Thorough knowledge of the English language, both written and spoken, is essential; with ability to write concise texts / instructions for different audiences; the consultant shall be fluent in English corresponding to standard 3333 (listening, speaking, reading and writing).
• Proficiency and proven experience in managing Microsoft SharePoint portals; in particular building pages, adding web apps, linking lists to MS DB and Excel, etc.
• Proficiency and experience in organizing meetings, taking minutes and draft comprehensive summaries.
• Proficiency in the use of Microsoft Office Suite. During interviews, question will be asked on pivot tables, MS DB relational tables, MS word styles, etc
• Proficiency on transforming and linking data sources to produce reports on PowerBI or Excel
• Good Knowledge and experience in using JIRA, Agile, Kanban
• Good Knowledge and experience in project management software (eg Microsoft Project, Service NOW);
• Good Knowledge of project management principles, practices and procedures.
• A recognized Project Management certification, such as Prince2 or PMP.
• At least five (5) years' experience in project management support.
• Good knowledge of configuration management principles and processes
• Ability to establish and maintain effective working relationships with stakeholders with positive attitude
• Motivation to continue learning new tools or environments that NCIA will provide during contract execution