Deadline Date: Tuesday 26 November 2024
Requirement: Project Management for NCI Academy Projects and Programmes of Work
Location: Oeiras, PT
Full Time On-Site: Yes
Time On-Site: 100%
Period of Performance: 2025 BASE: 2nd 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
Start date: 2nd January 2025
Required Security Clearance: NATO Secret
1. INTRODUCTION
The NATO Communications and Information Academy (NCI Academy) located in Portugal, Belgium and The Netherlands reinforces NATO’s technological edge through excellence in Cyberspace learning. The NCI Academy learning expertise is leveraged to support projects for multiple customers, such as Allied Command Transformation (ACT), and the Office of the Chief Information Officer (OCIO,) with the investigation of topics related to Education and Individual Training. Two Programmes of Work, containing several work packages, have been formulated and organized as one project for execution in 2025. The project covers subjects ranging from standards for training requirement analysis to education and training functional systems and tools requirements to support for oversight of an education and training discipline to applications of emerging technology for learning.
The NCI Academy is looking to outsource the project management of this work. The service contractor will work closely with the NCI Academy Project Executive and individual work package leads, the project sponsor, the NCI Academy PM supervisor, other Academy staff and the NCI Agency Account Manager. The work shall involve: project planning (tasks, resources and budget); monitor, control and reporting related to the progress of work packages and tasks, milestones, dependencies, and budget; risks and issues management; communications; and use of the project management tool set.
The work shall be primarily conducted at the NCI Academy in Oeiras, but may involve some travel to other NATO and NCI Agency elements.
2. OBJECTIVES
The main objectives of this statement of work can be summarized as follows:
Plan, manage, monitor, control, and report on the respective Programmes of Work (scope, budget, schedule, quality).
Schedule, prepare, and support the execution of a monthly project review with NCI Academy PM supervisor, NCI Academy Work Package leads, Academy Portfolio Management and identify continuous improvement actions and support the quarterly project reviews and reporting with Sponsor.
Actively manage risks, issues and actions related to project delivery and milestones achievement, and collect lessons learned.
Coordinate and ensure alignment with key NCI Academy, NCI Agency, customer stakeholders
Support the development of price proposals for Programme of Work and/or CRFs.
3. SCOPE OF WORK
3.1 Planning and Monitoring
3.1.1 Plan/replan the Project Management Plan (PMP), project work packages, tasks, resources allocation to tasks, and travel plan together with the NCI Academy PM supervisor, NCI Academy Portfolio Management Office, Work Package Leads, and other relevant stakeholders (e.g. QA, Learning Design and Development, etc.) using the NCI Agency ServiceNow tool
3.1.2 Actively monitor project expenditures versus the agreed budget using Oracle Enterprise Business Application (EBA) and ServiceNow
3.1.3 Approve the booking of resources (hours - OPEX Labour, and travel - OPEX Travel) using ServiceNow and EBA
3.1.4 Support Work Package Leads to plan and execute work package activities/tasks and monitor some events to understand status and quality
3.1.5 Track the progress of the work package execution versus the plan (through discussions with Academy and ACT Work Package leads)
3.1.6 Review project deliverables, for quality control, when ready for handover to customers, identifying recommended follow-up actions
3.1.7 Monitor achievement of milestones; capture concerns (exceptions, risks and issues) and replan when necessary (e.g. additional work, additional travel, unavailability of resources, etc.).
3.2 Project Reporting
3.2.1 Produce Project Highlight Report (PHR) and Project Completion Highlight Report (PCHR) each Quarter, to be submitted to Project Sponsor
3.2.2 Schedule, prepare, and support the execution of a monthly project review with NCI Academy Work Package leads
3.2.3 Organize and facilitate a quarterly project review meeting with Project Sponsor, capturing meeting minutes (status, decisions and action items)
3.2.4 Liaise with the Project Sponsor whenever required, ensuring any blocking points or concerns are addressed proactively
3.2.5 Monthly report to the NCI Academy PM supervisor, and NCI Academy Portfolio Management Office on the progress of the project, estimated percentage complete/earned value of each work package, and budget expenditure and estimate of budget at completion, milestone achievements and estimate of percentage complete at end of year, and status of KPIs, quality and exceptions
3.3 Project Risk Management
3.3.1 Actively identify and manage risks, issues and actions related to project delivery and milestones achievement, and collect lessons learned (Project Risk management
3.3.2 Designate the risks and issues that should be NCI Academy internally managed, and the risks and issues that should be managed together with customer
3.3.3 Record and continuously update project risks in the risk register of ServiceNow
3.3.4 Determine the appropriate mitigation and response actions and actively manage these to deliver the appropriate effect
3.3.5 Monthly risk and issue review (with risk owners) and report for internally managed risks and issues, and for risks and issues managed together with customer
3.4 Internal and External Stakeholders Management
3.4.1 Coordinate and ensure alignment with key NCI Academy, NCI Agency and ACT stakeholders
3.4.2 Regularly engage, as needed, with NCI Academy stakeholders, NCI Agency stakeholders, ACT and OCIO stakeholders to coordinate and align on information requirements, activities planning, preparation and execution, visits, deliverable dates and scope, etc.
3.4.3 Organize and lead frequent meetings, workshops with customers in meetings and communications with ACT on the topic.
3.4.4 Support work package leads with Statements of Work development, Requests For Quotation, and contractor deliverables tracking
3.4.5 Monthly communication plan (for following month) with objectives and expected participants
3.4.6 Create a summary of engagements conducted during the month and support provided to the Work Package leads.
3.4.7 Support the work package leads to organize and execute activities, tasks and events
3.5 Development of Project Proposals
3.5.1 Support the development of price proposals (PP) for 2025 ACT Programme of Work and CRF’s (Customer Request Form)
3.5.2 Assist the Work Package leads to iteratively develop price proposals, creating the WBS, and estimating required resources, cost and schedule.
3.5.3 Use Request to Proposal (R2P) Business Intake tool for Price Proposal development and coordination.
4. DELIVERABLES AND PAYMENT MILESTONES
The NCI Academy team reserves the possibility to exercise the described options, depending on the project priorities and requirements.
The payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet (DAS) – (Annex A) including the EBA Receipt number.
Invoices shall be accompanied with a Delivery Acceptance Sheet (Annex B) signed by the Contractor and line manager.
2025 BASE: 01 January 2025 to 31 December 2025
Deliverable: Up to 48 sprints of project management service (Number of sprints is estimated considering a starting date as 1 st January 2025. This will be adjusted depending on the actual start date.)
Payment Milestones: Upon completion of each sprint and at the end of the work.
2026 OPTION: 01 January 2026 to 31 December 2026
Deliverable: Up to 48 sprints of project management service
Payment Milestones: Upon completion of each sprint and at the end of the work.
2027 OPTION: 01 January 2027 to 31 December 2027
Deliverable: Up to 48 sprints of project management service
Payment Milestones: Upon completion of each sprint and at the end of the work.
5. COORDINATION AND REPORTING
The contractor shall coordinate the project execution with the NCI Academy PM supervisor or their designated representative. Travel arrangements should not be booked until there is a written confirmation from the NCI Academy designated representative. The Service contractor shall, in advance, review with the NCI Academy PM supervisor or Work Package Lead any document or deliverable that will be provided to NCI Agency elements or to ACT (Customer).
6. SCHEDULE
It is expected the work will start on the 2 nd Jan 2025 and end not later than 31 December 2025. The deliverables are expected on a monthly basis.
If the sprints under the annual options are exercised, the period of performance will be from January 1 to December 31 of the relevant year.
7. CONSTRAINTS
All the documentation delivered under this statement of work shall be based on NCI Academy or NCIA templates or templates agreed with the NCI Academy PM supervisor.
All project work package material shall be stored on the NCI Agency Sharepoint Portal.
The service contractor shall have a NATO SECRET security clearance.
8. PRACTICAL ARRANGEMENTS
The contractor shall be required to work on-site at the NCI Academy in Oeiras, Portugal and occasionally at ACT or other NCIA locations.
This travel shall be invoiced to the purchaser by the service contractor separately and is considered an addition to the overall cost of the bid. 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.
The contractor shall work under NCI Agency AAS+ Framework contract for the NCI Academy in Oeiras, Portugal. He or she will work under the direction and guidance of the NCI Academy PM supervisor or their designated representative.
The NCI Academy will provide the service contractor with access to the Academy learning environment and business tools as required.
9. SECURITY
The security classification of the service will be up to NATO SECRET.
The contractor providing the services under this SOW is required to hold a valid NATO SECRET security clearance at the time of proposal submission.
10. PRACTICAL ARRANGEMENTS
The contractor will be required to provide the service on-site in NCI Academy Oeiras (PRT)
Travel costs are out of scope and will be borne by the NCI Agency separately in accordance to the provisions of the AAS+ Framework Contract. He or she will work under the direction and guidance of the NCI Academy Technical Capability Support Section Head or their designated representative.
This service must be accomplished by ONE contractor.
11. QUALIFICATIONS
[See Requirements]
Annex A: Special Terms and Conditions
Quoting Article 5.5 of AAS Framework Contract
“Unless otherwise specified in the Task Order, travel costs associated with awarded Purchase/Task Orders will be processed by the Purchaser and reimbursed directly to AAS+ Framework Contractor personnel, in accordance with the Purchaser Internal Policy. Travel requirements vary by requirement and shall be communicated to personnel in accordance with Article 7.1.2. Note that each AAS+ Framework Contractor is responsible for all liabilities during performance of Travel, and the AAS+ Framework Contractor indemnifies the Purchaser regarding these liabilities.”
Requirements
11. QUALIFICATIONS
11.1 Essential Qualifications and Experience:
This work requires a project manager with the following qualifications and experience:
11.2 Desirable qualifications and experience
11.3 Language Proficiency
