2025-0191 Implementation Services for ITM Recovery Project (NS) BELGIUM - 14 Jul

Deadline Date:  Monday 14 July 2025
 
Requirement:   Project Implementation Services for the ITM Recovery Project
 
Location:  Braine-l’Alleud, BELGIUM
 
Time On-Site:  100%
 
Not to Exceed:  Base 2025: 11,115€ per sprint/4 sprints TOTAL 44,460 EUR , 2026 – 2027 - 2028 Options
 
Period of Performance:  01 September 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 implementation support for all the activities of the aforementioned Work Packages, as defined in the following section.
 
Scope of Work:
ITM Recovery Increment 1 Project is looking for a consultant to provide implementation support services in the planning, execution, monitoring and control activities. Duties will specifically focus on Stakeholder Management, Information and Knowledge Management (e.g. documentation management, SharePoint portals management) including tracking, monitoring and reporting on project progress; drafting official communications including letters, progress reports and briefs; performing documentation management and drafting project management documents and other documentation and coordinating and scheduling of project meetings.
As coordinated with the NCI Agency Point of Contact or delegated staff, the contractor shall provide the following services:

• Tracking, monitoring and reporting on project progress for various stakeholder reporting
• Organizing, preparing, coordinating and managing the project implementation meetings
• Documenting the action items in implementation meetings and follows-up with the relevant members of the project team
• Lead the administrative coordination of physical meetings with stakeholders, preparing agendas, documentation folder, and the overall organization including social events organization
• Providing support in the execution of activities for and in monitoring the execution of project work plans and ensures that project activities are properly and realistically scheduled, monitored and reported.
• Supporting process of documentation archiving, supporting the documentation custodian for the project; assists in writing reports, official letters and other project related documentation.
• Reporting to project management team in intervals as requested,
• Creates, maintains and improves the project SharePoint libraries, internal and external portals, and project wiki pages;
• Maintains the documentation configuration baselines and logs; and supports the change management process for the documentation;
• Performs other related duties as required.

• 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)
• 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.
• Travel to any location outside of Belgium will be reimbursed.
• 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.

• 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 proven experience in using JIRA, Agile, Kanban
• 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 experience in organizing meetings, taking minutes and draft comprehensive summaries.
• Good Knowledge and experience in project management software (eg Microsoft Project, Service NOW);
• 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.
• At least five (5) years' experience in project management support.
• Good Knowledge of project management principles, practices and procedures.
• A recognized Project Management certification, such as Prince2 or PMP.
• Good knowledge of configuration management principles and processes
• Ability to establish and maintain effective working relationships with stakeholders with positive attitude