Deadline Date: Friday 18 October 2024
Requirement: GIS - Project Management Support
Location: The Hague, NL
Full Time On-Site: Yes
Time On-Site: 100%
Period of Performance: 2024 BASE: As soon as possible not later than 18 November 2024 – 31 December 2024
2025 Option: 1st January 2025 until 31st December 2025
2026 Option: 1st January 2026 until 31st December 2026
2027 Option: 1st January 2027 until 31st December 2027
2028 Option: 1st January 2028 until 31st December 2028
Required Security Clearance: NATO SECRET
PART 1 – BIDDING INSTRUCTIONS
1. Bidding Instructions
1.1. Technical Proposal
Bidders shall include in the Technical Proposal:
1. CVs of the proposed candidate, clearly indicating relevant experience for the requirements, section 11 and qualifications, section 12 in the Statement of work (SoW).
2. Compliance matrix referring how the candidate meets each of the stated requirements, section 11 and qualifications, section 12 of the SoW, justified by relevant (project) experience.
1 INTRODUCTION
The JISR Centre’s Vision is to assure information superiority for NATO. Our Mission is to deliver, support and protect valued Intelligence, Surveillance and Reconnaissance (ISR) capabilities, expertise and services, to maximise operational effectiveness for NATO.
The GeoMetOc Services Branch within the JISR Centre is responsible for the full lifecycle support of the GeoMetOc Application Services. And requires an individual to support the execution of portfolio/project support as well as Service Asset and Configuration Management (SACM) activities.
2 SCOPE OF WORK
Scope of this support is under the guidance of the Deputy Branch Head in JISR GeoMetOc Services, the contractor will perform duties such as the following:
Supports the Service Asset and Configuration Management (SACM) of the GeoMetOc Lab items.
Provide Configuration Management support across the GeoMetOc portfolio lifecycle, among other tasks these include:
• Perform the management of GeoMetOc portfolio documentation.
• Perform quality reviews activities.
• Monitor GeoMetOc portfolio products status.
• Provide trend analysis of and performance forecasts.
• Reporting on resource utilisation: Labour, Consultancy, Investment and Travel expenditures.
In collaboration with the Project Managers, ensure quality through the development and maintenance of Project plans, using EBA/ServiceNow:
• Perform standardisation of Work Breakdown across the portfolio and hence accurate Project Service costing.
• Execute project resource assignments and associated Time Accounting approval.
• Whenever required plan rescheduling of work.
• Monitoring of project execution and flagging of exception trends to Project Managers.
GeoMetOc related meetings coordination.
Assist project staff on any other matters as directed by the GeoMetOc Services Branch Chief.
3 ROLES AND RESPONSIBILITIES
This work will be carried out at the NCIA premises, The Hague, Netherlands. Access to the relevant NCIA networks and software will be established. The work will be conducted during normal office hours following the NCIA The Hague calendar.
The Contractor will be part of a team under the supervision of the Deputy Branch Head in JISR GeoMetOc Services (PM) and will provide services using an agile and iterative approach using weekly sprints. Each sprint is planned for a duration of one (1) week. The content and scope of each sprint will be agreed with the Deputy Branch Head in JISR GeoMetOc Services (PM) during the sprint-planning meeting.
The work shall be conducted in close collaboration between the Contractor and Deputy Branch Head in JISR GeoMetOc Services
NCI Agency, Deputy Branch Head in JISR GeoMetOc Services (PM): Portfolio/Project Support
Contractor: To provide services and deliverables as identified above
4 DELIVERABLES AND PAYMENT SCHEDULE
Detailed resource assessments will be agreed during each sprint meeting as set out in Section 5. Payments shall be dependent upon the successful acceptance of each sprint and the validation as set out under Section 5. All Invoices shall be accompanied with a Delivery Acceptance Sheet (DAS, Annex A) signed by the Contractor and project authority.
Each sprint has a duration of one (1) week. The content and scope of each sprint will be agreed during the sprint‐planning meetings as covered in Section 5. Each payment milestone cycle is planned for a duration of one calendar month. Upon completion and validation of each sprint and at the end of the monthly milestone, all completed sprints can be submitted for payment.
The NCIA team reserves the possibility to exercise a number of sprints at a later time, based on the same sprint deliverable timeframe and cost, depending on project priorities and requirements. In 2024, the following deliverables are expected from the service as set in this statement of work:
Deliverable 01: 5 sprints Portfolio/Project Support
Payment Milestones: Payment Milestones will be end of the month for all the Sprints completed and accepted within the respective month
2025 OPTIONS: 01 January 2025 to 31 December 2025
Deliverable 01: Up to 48 sprints Portfolio/Project Support
Payment Milestones: Payment Milestones will be end of the month for all the Sprints completed and accepted within the respective month
The NCIA team reserves the possibility to exercise a numberof options, based on the same sprint deliverable timeframe and cost, at a later time, depending on the project priorities and requirements.
The payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet (DAS) – (Annex C) including the EBA Receipt number
Invoices shall be accompanied with a Delivery Acceptance Sheet (DAS) – (Annex C) signed by the Contractor and project authority.
5 COORDINATION AND REPORTING
Due to the AGILE approach of this project, there is a need to define a set of specific arrangements between the NCI Agency 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:
1. 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.
2. Sprint Execution
Objective: Contractor to execute the agreed “sprint plans” with continuous monitoring and adjustments.
Regular meetings between NCI Agency and the contractor to review sprint progress, address issues, and make necessary adjustments to the processes or production methodology. The Meetings will be physically in the office, or in person via electronic means using Conference Call capabilities, according to the NCI Agency project manager’s instructions.
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.
3. Sprint Review
Objective: Review the sprint performance and identify areas for improvement.
At the end of each sprint, there will be a meeting between the NCI Agency 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.
4. 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 three days after the sprint’s end date. A report must be sent by email to the NCI Agency project 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 A) including the EBA Receipt number
Invoices shall be accompanied with a Delivery Acceptance Sheet (DAS) – (Annex A) signed by the Contractor and project authority.
If the contractor fails to meet the agreed Acceptance criteria for any task, the NCI Agency reserves the right to withhold payment for that task/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 18 November 2024 and will end no later than 31st December 2024.
If the sprints of the annual options are exercised, the period of performance is within 01 January to 31st December of the relevant year.
7 SECURITY
Contractor/Sub-contractor shall be aware of all security rules pertaining to the handling of NATO classified information. For this particular, project attention shall be given to the following regulations:
Personnel Security Clearance (PSC). Individuals who require access or may have access to information classified NC or above during the course of their duties shall have a PSC, at the appropriate level, which is valid for the duration of the authorised access. In addition, such individuals are required to:
Have a need-to-know;
Have been briefed on their security obligations in respect to the protection of NATO Classified Information; and
Have acknowledged their responsibilities either in writing or an equivalent method which ensures non-repudiation.
The work will be carried out carried out at the NCIA premises, The Hague, Netherlands There is no expected travel foreseen.
NCIA will provide access to relevant networks and resources as required by the project
8 CONSTRAINTS
All the documentation provided under this statement of work will be based on NCI Agency templates and/or agreed with the NCIA project manager.
All support, maintenance, documentation and required codes will be stored under configuration management and/or in the provided NCI Agency tools.
All developed solutions, tools and code under this project will be property of the NCI Agency.
9 TRAVEL
The contractor will provide the services under this SOW at carried out at the NCIA premises, The Hague, Netherlands. There is no expected travel foreseen.
However should travel be defined, travel costs will be set as a separate PO line with a not to exceed (NTE) value to cover and reimburse of actual expenses upon submissions of all receipts and invoices in line with NCIA processes.
10 GENERAL REQUIREMENTS
Access to all relevant systems can be provided by NCI Agency. Working environment is at NCIA The Hague Site, Netherlands.
Working environment is normal office environment.
A Sole contractor must accomplish this work, and identified as the primary contractor for each sprint. In the event that the contractor leaves during the contract period, a new contractor who has the proven required qualifications and is evaluated qualified and suitable shall replace them, having received a training and handover of the performed history of the project. All normal NCI Agency Terms and Conditions apply.
The contractor will work under on-site under an NCI Agency contract. They will access the networks of the NCI Agency as a member of the JISR Centre under the supervision of Deputy Branch Head in JISR GeoMetOc Services (PM) or delegated staff.
The contractor shall be able to work in a team approach synchronised by the providing company.
The Deputy Branch Head in JISR GeoMetOc Services (PM) or delegated staff, will interact primarily with the Manager/Support-Coordinator as the main Point of Contact.
11 SPECIFIC REQUIREMENTS
The GeoMetOc Branch requires the support of a contractor for the execution of geospatial portfolio/project control related tasks performed in support of NATO operations.
Under the direction of the Deputy Branch Head (PM), the contractor will perform the following duties:
Close coordination of all activities with the NCI Agency Deputy Branch Head (PM), as well as strict adherence to agreed timelines is mandatory.
12 REQUIRED QUALIFICATIONS
[See Requirements]
13. DESIRABLE EXPERIENCE AND EDUCATION:
[See Requirements]
14. GENERAL PROVISIONS
NCIA Recognised Business hours/Holidays: NCIA-The Hague official holiday schedule applies and will be provided to the contractor.
NCIA Hours of Operations: Monday to Thursday 0830 – 1700 and Friday 0830 – 1500 (CET)
NCIA Furnished Property and Services: Access to relevant NCIA/Geospatial NR/N$ networks will be provided by NCIA as agreed in sprint meetings.
Requirements
12 REQUIRED QUALIFICATIONS
13. DESIRABLE EXPERIENCE AND EDUCATION:
