Requirement: Project Management Implementation Support Services for WP2-Kiosk ITM Recovery Project
Location: Braine-l'Alleud, BELGIUM
Full Time On-Site: Yes
Time On-Site: 100%
Not to Exceed: Base 2026: 143,100 EUR, with two components:
Component 1: 124,000 EUR, representing 8 sprints of 15,500 EUR each (number of sprints is estimated, can be
adjusted during the year)
Component 2: NTE ceiling for travel in support of the deliverables of max. 35,000 EUR per calendar year (same
ceiling applies for optional years).
Options: 2027 - 2028: Up to maximum 12 sprints per year. Price per sprint will be determined by applying the price
adjustment formula as outlined in CO-115786-AAS+ Special Provisions article 6.5.
Period of Performance: As soon as possible but not later than 18th of May 2026
2028 Option: 1st January until 31st December 2028
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
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. This SOW activity falls under WP2.
The End User Authentication project (WP-2 Kiosk) is divided in two tranches: back-end and front-end. The back-end part entails the installation and configuration of the servers for the PKI Certificates Authorities, to which the front-end will be connected to through the Registration Authorities. The front-end (object of this SOW) entails the distribution, configuration and first user enrollment operations of the Registration Authorities to 32 sites
Objectives:
The objective in this SOW is that NCI Agency to receive specialized implementation project management for all the activities of the aforementioned Work Package (WP-2 Kiosk), as defined in the following section.
Scope of Work:
- ITM Recovery Increment 1 Project is looking for a consultant to provide implementation project management support services in the planning, execution, monitoring and to control activities.
- Support will specifically focus on Stakeholder Management up to Command level, Lead WP2- Kiosk Deployment, Personnel management, Planning, Coordinating, monitoring and reporting on project progress; Tracking of sites delivery drafting official communications including letters, progress reports and briefs.
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 stakeholders.
- Managing and leading the project implementation deployments at each site for ITM-R WP2-Kiosk.
- Liaison/ coordination with site representatives at all locations prior to deployment and final site acceptance.
- Manage issuance of security cards in line with local and operational requirement
- Manages project funding in line with authorisation and internal governance model.
- Liaise with suppliers/sub-contractors associated with ITM-R project.
- Use's Prince2 as a project management Governance model.
- Raise Risks and Issue's accordingly and report to POM for traceability.
- Track all related interdependences and detail and report accordingly.
- Follow all security policy and doctrine across the enterprise.
- Planning and manage technical meetings with project Team and external technical teams.
- Project management reports/status on ad-hoc basis when required.,
- Maintains collaborative project SharePoint site for Kiosk WP2.
- Maintains the documentation configuration baselines and logs; and supports the change management process.
Services are to be provided by one resource.
Due to the AGILE approach of this project, there is a need to define a set of specific arrangements between the NCIA and the contractor that specifically defines the deliverables to be provided for each sprint as well as their associated acceptance criteria. This includes sprint planning, execution and review processes, which are detailed below:
Sprint Planning:
- Objective: Plan the objectives for the upcoming sprint
- Kick-off meeting: Conduct a monthly meeting with the contractor to plan the objectives of upcoming sprints and review contractor`s manpower to meet the agreed deliverables.
- Set sprint goals: Define clear, achievable goals for the sprint and associated acceptance criteria, including specific delivery targets, Quality standards as well as Key Performance Indicators (KPIs) for each task to be recorded in the sprint meeting minutes.
- Agree on the required level of effort for the various sprint tasks.
- Backlog Review: Review and prioritise the backlog of tasks, issues, and improvements from previous sprints.
- Assess each payment milestone cycle duration of one calendar month. State of completion and validation of each sprint status and sign off sprints to be submitted for payment as covered in Section 4.
- Objective: Contractor to execute the agreed "sprint plans" with continuous monitoring and adjustments.
- Regular meetings between NCIA and the contractor to review sprint progress, address issues, and make necessary adjustments to the processes or production methodology. The Meetings will be conducted physically in the office or remotely with NCIA electronic means, as planned by the POM.
- Continuous improvement: Contractor to establish a continuous feedback loop to gather input from all stakeholders for ongoing improvements and their subsequent implementation depending on NCIA approval.
- Progress Tracking: Contractor to use a shared dashboard or tool to track the status of the sprint deliveries and any issues.
- Quality Assurance/Quality Check: Contractor shall ensure that the quality standards agreed for the sprint deliverables are maintained throughout the sprint.
- Quality Control: NCIA to perform the Final Quality Control of the agreed deliverables and provide feedback on any issues.
Objective: Review the sprint performance and identify areas for improvement.
At the end of each sprint, there will be a meeting between the NCIA and the Contractor to review the outcomes against the acceptance criteria comprising sprint goals, agreed quality criteria and Key Performance Indicators (KPIs).
Define specific actions to address issues and enhance the next sprint.
Sprint Payment:
- For each sprint to be considered as complete and payable, the contractor must report the outcome of their work during the sprint, first verbally during the retrospective sprint review meeting and then in writing within five days after the sprint's end date. A report must be sent by email to the NCIA service manager, listing all the work achieved against the agreed tasking list set for the sprint.
- The contractor's payment for each sprint will be depending upon the achievement of agreed Acceptance Criteria for each task, defined at the sprint planning stage. This will include specific delivery targets, quality standards as well as Key Performance Indicators (KPIs) for each task.
- The payment shall be dependent upon successful acceptance as set in the above planning/review meetings. This will follow the payment milestones that shall include a completed Delivery Acceptance Sheet (DAS) - (Annex B) including the EBA Receipt number
- Invoices shall be accompanied with a Delivery Acceptance Sheet (DAS) - (Annex B) signed by the Contractor and project authority.
- If the contractor fails to meet the agreed Acceptance criteria for any task, the NCIA reserves the right to withhold payment for that task/sprint.
- Further, the supplier must conduct the following reviews:
- A daily 'touch point' between NCIA POC and the supplier's POC to ensure work is on track
- Draft versions of the reports where the supplier's POC presents the draft report to the customer, with the opportunity for the customer to provide feedback and implement uplifts.
- Final versions of the reports where the incumbent presents and delivers the final report to the customer.
- 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 together with DAS - Annex B 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.
- This is a deliverables-based contract.
- The contractor will be required to provide services 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 services will be conducted during normal office hours following the Braine l'Alleud calendar
- NCIA Braine-L'Alleud Hours 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.
For the execution of this contract, the following qualifications are required:
(please provide recommendation letters, proof or examples of work done/experience)
- At least 3 years of project management, or related activities in an international environment.
- Knowledge in NATO military and civilian structure, organizations and agencies: ACO/ACT/NCIA/NDW/NCSC/NISC.
- Proficiency and proven experience in managing deployment of CIS at multiple international locations. Delivery focused.
- 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).
- Good Knowledge and experience in project management software (eg Microsoft Project, Service NOW);
- 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.
- Able to manage teams of engineers at multiple sites across the enterprise.
- Strong diplomacy, coordination and persuasion skills; Strong leadership skills; Strong planning skills;
- Strong analytical thinking; Strong reporting and writings skills; Strong presenting skills;
- The need to take ownership of tasks and wish to accomplish them to the end;
- Self-discipline and ability to work and deliver, results focused.
