NOTE: This a relaunch of the RFQ in subject. Previously proposed candidates were non-compliant for the following reasons: No proven record of Information and Knowledge Mangement.
Deadline Date: Wednesday 4 December 2024
Requirement: Information and Knowledge Management (Architecture and Engineering) Support
Location: Braine L’Alleud BE
Full Time On-Site: Yes
Time On-Site: 100%
Period of Performance: 2025 BASE: As soon as possible not later than 1st January 2025 – 31st December 2025 with possibility to exercise the following options:
• 2026 Option: 1st January 2026 until 31st December 2026
• 2027 Option: 1st January 2027 until 31st December 2027
• 2028 Option: 1st January 2027 until 31st December 2027
Start date is as soon as possible but not later than 1st January 2025
Required Security Clearance: NATO Secret
1 INTRODUCTION
The NCIA is setting up the Mission CIS Technical Design Authority (MCIS TDA), in partnership of the existing Mission Service Management Authority (SMA) and the Early Engagement (EE) Team.
The MCIS TDA, together with the Mission SMA, are the two authoritative bodies for Mission related CIS System and Services, internal NCIA but also on System and Services resulting of Federated Mission Networks.
The EE Team is responsible to engage with Strategic Partners at the earliest stages of new requirements leading to new projects. The EE Team supports the Strategic Partner in refining requirements but also in evaluating possible options in realizing those, resulting in a series of de-risked and comprehensive deliverables used during the Business Intake Process of the NCIA.
Within these contexts, many Architecture and Engineering Information Products are being developed, forming an ever-growing Knowledge Base.
2 OBJECTIVES
The NCIA is looking for support in Information and Knowledge Management (IKM) for the MCIS TDA, the Mission SMA and the EE Team. Although the contractor directly reports to the MCIS TDA, the support services will cover IKM needs of all THREE (03) TDA, SMA and EE on a daily basis.
The IKM will support the development of the IKM methodology, contribute to the setup of the specific tools to support IKM activities, develop and document the IKM processes and maintain the IKM ecosystem in support of the Knowledge Base.
3 SCOPE OF WORK
Under the direction / guidance of the NCIA Point of Contact or delegated staff, the IKM will support the establishment of and maintain the IKM Ecosystem hosting the Knowledge Base.
This includes the following activities:
• Capture and analyse current MCIS TDA, SMA and EE Team IKM requirements in support of Architecture Modelling, System Design, Process Development, Administrative, Coordination, Collaboration, Project Management and Service Management activities;
• Develop the Knowledge Base environment to be used by the TDA, SMA and EE Teams;
• Develop and maintain IKM workflows and tools to meet requirements;
• Develop and maintain necessary IKM related documentation and provide support to users;
• Monitor that IKM guidelines and tools are used properly;
• Ensure that Information Products are maintained up to date by their owners;
• Provide advices and guidance on solutions in line with NATO, NCIA and CTO IKM approach and policies.
The IKM will be part of a team and will provide the service using an Agile and iterative approach during multiple sprints. Each sprint is planned for a duration of 1 week. The content and scope of each sprint will be agreed during the sprint-planning meeting.
4 DELIVERABLES AND PAYMENT MILESTONES
The following deliverables are expected from the service on this statement of work:
4.1 2025 BASE: 01 January 2025 to 31 December 2025
Deliverable: 52 sprints of Architecture and Engineering Information and Knowledge Management Support
Payment Milestones: Upon completion of each fourth sprint and at the end of the work.
The payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet (DAS) – (Annex B) including the EBA Receipt number Payment will be provided based on these deliveries as indicated in the table
Invoices shall be accompanied with a Delivery Acceptance Sheet (Annex B) signed by the Contractor and project authority.
4.2 2026 OPTION: 01 January 2026 to 31 December 2026
Deliverable: Up to 52 sprints of Architecture and Engineering Information and Knowledge Management Support
Payment Milestones: Upon completion of each fourth sprint and at the end of the work.
The payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet (DAS) – (Annex B) including the EBA Receipt number Payment will be provided based on these deliveries as indicated in the table
Invoices shall be accompanied with a Delivery Acceptance Sheet (Annex B) signed by the Contractor and project authority.
4.3 2027 OPTION: 01 January 2027 to 31 December 2027
Deliverable: Up to 52 sprints of Architecture and Engineering Information and Knowledge Management Support
Payment Milestones: Upon completion of each fourth sprint and at the end of the work.
The payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet (DAS) – (Annex B) including the EBA Receipt number Payment will be provided based on these deliveries as indicated in the table
Invoices shall be accompanied with a Delivery Acceptance Sheet (Annex B) signed by the Contractor and project authority.
4.4 2028 OPTION: 01 January 2028 to 31 December 2028
Deliverable: Up to 52 sprints of Architecture and Engineering Information and Knowledge Management Support
Payment Milestones: Upon completion of each fourth sprint and at the end of the work.
The payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet (DAS) – (Annex B) including the EBA Receipt number Payment will be provided based on these deliveries as indicated in the table
Invoices shall be accompanied with a Delivery Acceptance Sheet (Annex B) signed by the Contractor and project authority.
4.5 The Purchaser (NCIA) reserves the right to exercise a number of options of one or more sprints based on the same scrum deliverables, at a later time, depending on the project priorities and requirements, at the following cost: for base year (2025) at the same cost, for outer years (2026, 2027 and 2028) the Price Adjustment Formula will be applied in accordance with paragraph 6.5 of the Framework Contract Special Provisions.
5 COORDINATION AND REPORTING
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 MCIS TDA’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. This report shall mention briefly the work held and the development achievements during the sprint.
6 SCHEDULE
This task order will be active immediately after signing of the contract by both parties
The BASE period of performance is as soon as possible but not later than 01st January 2025 and will end no later than 31st December 2025
If the 2026 option is exercised, the period of performance is 01st January 2026 to 31st December 2026.
If the 2027 option is exercised, the period of performance is 01st January 2027 to 31st December 2027.
If the 2028 option is exercised, the period of performance is 01st January 2028 to 31st December 2028.
7 CONSTRAINTS
All the deliverables provided under this statement of work will be based on NCIA 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 NCIA tools.
Part of the work may involve handling classified networks, therefore, a security clearance at the right level is expected for the contractor(s) undertaking this project, although the contractor may start working already while the clearance process is ongoing.
8 SECURITY
The security classification of the service will be up to NATO SECRET.
The Contractors is required to hold a valid NATO SECRET security clearance
9 PRACTICAL ARRANGEMENTS
The Contractor will be required to provide the service on-site. Access to the NCIA Digital Workspace will be provided in coordination with the NCIA Point of Contact or delegated staff.
The contractor may be required to travel to NCIA, Brussels, Belgium and other sites within NATO for completing these tasks. Travel expenses will be reimbursed to the individual directly (outside this contract) under NATO rules.
This service must be accomplished by ONE contractor.
10 QUALIFICATIONS
[See Requirements]
Requirements
8 SECURITY
10 QUALIFICATIONS
The support services for this work requires an IKM with the following qualifications:
Desirable qualifications:
