Deadline Date:
Friday 31 October 2025
Requirement:
Logistics Support for the Academy Learning Environment (ALE)
Location:
Oeiras, PORTUGAL
Full Time On-Site:
Yes
Time On-Site:
100%
Not to Exceed:
2025 BASE: NTE 8,100 EUR (4 weeks at 2,025 EUR NTE/ week)
2026 - 2027
Period of Performance:
2025 BASE: 1 December 2025
Required Security Clearance:
NATO SECRET
Please do NOT
apply for any NATO contract positions unless you meet ALL the following criteria:
- Current National or NATO SECRET clearance
- Nationality of one of the NATO member countries
- Current work visa for the specific location if applying for an in-country position
Any applications that do NOT meet all the above - and do not CLEARLY show these on the CV - will be deleted.
Introduction:
- The NATO Communications and Information Academy (NCI Academy) offers training on both static and deployed NATO communication and information systems (CIS). This includes Consultation, Command, Control, Communications and Intelligence, Surveillance and Reconnaissance (C4ISR), as well as cyber security and cyber defence. Moreover, the NCI Academy plays an instrumental role in designing, developing, and rolling out new learning solutions. This is achieved through comprehensive analysis of training requirements and by leveraging cutting-edge learning technologies.
- The NCI Academy also provides a range of education and training services through its Academy Learning Environment (ALE). The ALE governs and strategically coordinates the systems and infrastructure that deliver training, including the Training Management System (TMS), Learning Management System (LMS), Academy Training Network (ATN), and future components such as the Adaptive Learning Platform. These systems support multiple delivery methods, such as classroom training, mobile training, Virtual Instructor-Led Training (VILT), and self-paced training. The ALE relies on technological elements like cloud-hosted services (TMS, LMS), virtual environments via the ATN, local networks, and a Virtual Desktop Infrastructure (VDI) that enables remote access.
- The NCI Academy is outsourcing the logistics support function for the ALE. This function covers the inventory and stock management, asset and configuration management, lifecycle management, acquisitions, disposal, and the administration of contracts, including Infrastructure-as-a-Service (IaaS) agreements that sustain ALE systems. The contractor will provide the service in close collaboration with, and report to, the Academy Technical Capability (TeC) Team to ensure accuracy, compliance, and efficiency in all logistics-related processes.
Objectives:
- The objective of this service is to ensure the effective, accurate, and compliant management of all logistics activities supporting the Academy Learning Environment (ALE). The Contractor shall support the Academy Technical Capability (TeC) Team by delivering the following outcomes:
- Assets and Configuration Management: Develop and optimise assets and configuration management processes and tools for the ALE, ensuring efficient and effective management in line with Agency standards.
- Data Collection and Maintenance: Collect and maintain asset and configuration data in the approved Agency databases, conduct regular housekeeping of records, manage security and access, and produce comprehensive reports.
- Lifecycle Management: Support the full lifecycle of ALE assets, from acquisition through maintenance to disposal, including the identification and replacement of obsolete CIS and maintaining accurate records through audits and inventory checks.
- Warehouse and Stock Management: Manage and maintain ALE-related stocks and spares, ensuring availability to meet operational needs, efficient use of storage space, and effective monitoring of stock levels.
- Acquisition and Contract Support: Provide logistical input to acquisition processes, and manage ALE-related supplier and service contracts, including Infrastructure-as-a-Service (IaaS) agreements, ensuring performance and compliance.
- Disposal and Obsolescence: Coordinate the secure disposal of obsolete assets and maintain compliance with Agency rules, including full documentation for audit and accreditation.
- Compliance and Audit Support: Ensure all logistics activities are conducted in accordance with NATO and Agency policies, and provide support for audits and inspections (NOS, Accreditor, ISO 9001).
The main activities are as follows:
The SOW covers the following main activities to be executed:
The Contractor shall establish and maintain effective asset and configuration management processes for the ALE, ensuring accuracy, compliance, and transparency of all data. This includes:
- Conducting a 100% initial inventory of ALE assets and establishing baseline records.
- Collecting, uploading, and maintaining asset and configuration data in Agency-approved tools (e.g., BMC Discovery, Atrium CMDB).
- Performing daily housekeeping, including entry logs of asset collection, movements, and updates.
- Developing, documenting, and maintaining Standard Operating Procedures (SOPs).
- Producing monthly and ad-hoc ACM reports (e.g., maintenance plans, asset status, usage metrics).
- Implementing and monitoring access control and compliance with Agency security policies.
- Monitoring and managing the lifecycle of ALE assets.
- Identifying obsolete or end-of-life assets and planning replacement or decommissioning.
- Maintaining a complete audit trail of lifecycle events.
- Developing and implementing a warehouse management plan.
- Tracking, storing, and distributing spares to meet operational requirements.
- Monitoring and reporting stock levels and conditions.
- Producing monthly and ad-hoc stock reports.
- Providing logistical support to acquisition processes.
- Supporting administration and monitoring of ALE contracts.
- Tracking supplier performance and escalating issues to the TeC Team when required.
- Planning and coordinating disposal of ALE assets in line with Agency policy.
- Ensuring 100% traceability of disposed items with full supporting documentation.
- Ensuring compliance with NATO and Agency standards.
- Providing records and documentation for audits (NOS, Accreditor, ISO9001).
- Contributing to continuous improvement of logistics processes.
The content and scope of each sprint will be agreed during the sprint-planning meetings as covered in this section 4.
Coordination and Reporting:
- The Contractor shall provide the service under the direction of the Academy Technical Capability (TeC) Team Lead or their designated representative.
- Weekly sprint-planning and review meetings will be held with the TeC Team to agree scope, monitor progress, and validate deliverables.
- The Contractor shall immediately inform the TeC Team Lead of any risks, delays, or constraints that may affect the timely delivery of agreed tasks.
- All formal communications, deliverables, and reports shall be submitted in writing in English.
- All services shall be conducted at the NCI Academy premises in Oeiras, Portugal. No remote service is permitted.
- Hours of Operation Service: Services shall be delivered in alignment with NCI Academy working hours (07:00-17:00).
- The NCI Academy will provide office space, workstation access, and the necessary IT equipment required for the execution of services.
- The Contractor will be issued the required building passes, network accounts, and access permissions to perform the assigned tasks, subject to valid NATO security clearance and Agency approval.
- No travel outside Oeiras is foreseen under this contract.
- If exceptional Travel will concur, the TDY costs 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. They will be invoiced separately to the purchaser by the service provider, in accordance with the terms and conditions of the framework agreement. These additional travel costs are considered an extra charge to the overall bid price
Security Clearance:
It is mandatory for the Contractor to be in possession of a valid NATO Secret security clearance issued by the respective national security authority, valid at the time of bid submission and for the entire duration of the contract.
Qualification:
12.1 Essential Qualifications and Experience:
The Contractor staff proposed for this service must meet the following minimum qualifications:
- Minimum of 5 years experience in asset and configuration management, including inventory control, data collection, and lifecycle management.
- Minimum 2 years of manage stock levels, warehouse operations, and disposal processes in line with organizational standards and compliance requirements.
- Knowledge and minimum 2 years experience with contract management for Infrastructure-as-a-Service (IaaS) or equivalent ICT/logistics services.
- Minimum 4 years experience in reporting and audit preparation, including production of compliance, usage, and performance reports.
- Ability to work independently and as part of a multidisciplinary team, with strong organizational and time management skills.
- Excellent written and verbal communication skills in English. Please refer to paragraph 12.3.
The following qualifications and experience are considered an advantage:
- Knowledge and experience of working with the NCI Agency and/or NATO organisations.
- Familiarity with NCI Agency asset and configuration management tools, such as BMC Discovery and Atrium CMDB.
- Understanding of automation tools for data collection and reporting.
- Previous experience in training or education environments, ideally within ICT or logistics domains.
- Knowledge of Agile working practices, particularly in delivering logistics or asset management services through sprint-based delivery models.
- Level 3 English language skills according to NATO STANAG 6001: Listening (3); Speaking (2); Reading (3); and Writing (2) or according to Common European Framework of Reference for Language level B2-C1/Upper Intermediate-Advanced level).