2024-0308 Project Implementation Services (NS) - MON 16 Dec

Deadline Date: Monday 16 December 2024

Requirement: Project Implementation Services

Location: Braine L'Alleud, BE 

Full Time On-Site: Yes

Time On-Site: 100%

Period of Performance: 2025 Base: 3rd February 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

 

1. PURPOSE

The purpose of this Statement of Work (SoW) is to describe the Project Implementation services required by the Purchaser.

The NATO Communications and Information Agency (further referred to as “Purchaser”) is seeking a qualified Service provider to provide efficient and effective project implementation services (further referred to as the Service) focused on implementation of user equipment and user migration.

2. BACKGROUND

NATO Digital Workplace Centre (NDW Centre), part of NCIA, provides simple yet innovative solutions that underpin the Digital Transformation of NATO by providing feature-rich Digital Workplace, which enable NATO staff members to connect, communicate, and collaborate.

Personal Workspace service area deliver the following user-facing services to NATO Commands, NATO Force structure and Nations in all 32 Allied Nations:

• Windows-based and iOS/iPadOS-based end user device provisioning, management, operation, and lifecycle across multiple separate networks of different classifications and various form factors;
• Workstream collaboration including email and instant messaging server backend and client frontend provisioning, management, operation and lifecycle across multiple separate networks of different classifications.

The services integrate with other services such as print/scan/copy, voice, video-teleconference (VTC), collaboration portals and enable NATO-specific functional applications higher up the software stack.

NDW Centre and Personal Workspace are contributing to several major projects that are enhancing the Workspace services and leading the user transition of the end users to the new enhanced services at multiple NATO locations. The projects work is organized in Agile/Scrum based approach.

3. OBJECTIVES

With this SoW, the Purchaser aims to achieve the following objectives:

• Support the planning, execution, monitoring and control activities for the assigned projects and work packages in the projects.
• Lead and contribute to Stakeholder Management, Information and Knowledge Management (e.g. documentation management, SharePoint portals management) in the area of responsibility.
• Lead and coordinate site implementations as per project schedule.
• Prepare and present project/work package status updates and briefs.
• Coordinate and receive guidance from NDW Centre on topics related to the projects/work packages in area of responsibility.

To achieve these objectives, the Purchaser is looking for two resources with Project Implementation Managers qualifications.

During performance of the contract, the Contractor personnel will act as part of the Purchaser’s project structure(s).

4. SCOPE OF WORK AND ASSOCIATED DELIVERABLES

Considering the extended period of execution and the evolution of the project schedules, the execution of the work in this SoW is measured in sprints, where each sprint is defined as deliverables produced by one person planned for a duration of one calendar month. The detailed tasks in each sprint will be determined at the start of each sprint by the Purchaser’s authorized point of contact following the Scope of Work defined herein and project milestones and schedule, and documented in writing.

The SoW covers the following activities and tasks:

• Tracking, monitoring and reporting on project progress for various stakeholder reporting
• Organizing, preparing, coordinating and managing the project meetings
• Documenting the action items in meetings and follows-up with the relevant members of the project team
• Lead the administrative coordination of physical meetings with stakeholders, preparing agendas, documentation folder, and the overall organization including social events organization
• Providing support in the execution of activities for and in monitoring the execution of project work plans and ensures that project activities are properly and realistically scheduled, monitored and reported.
• Acting as the documentation custodian for the project; assists in writing reports, official letters and other project related documentation.
• Reporting to project management team in intervals as requested,
• Creates, maintains and improves the project SharePoint libraries, internal and external portals, and project wiki pages;
• Manages the permission levels for the project team members to access to the project portals, and provision of support to the project team members in utilization the SharePoint (SP) portal.
• Maintains the documentation configuration baselines and logs; and implements the change management process for the documentation;
• Performs other related duties as required.

5. DELIVERABLES AND PAYMENT

5.1 The following deliverables are expected from this statement of work.

5.2 Complete the tasks agreed in each spring-planning meeting as per sections 3 and 4 above.

5.3 Produce sprint completion reports (format: e-mail update), which include details of activities performed. Specifically, tasks requested for internal activities (traceable), monthly all project overview and status reports, real-time project tracking and visualization via dashboard, calendar overview on upcoming tasks, updates with dates, agendas and materials, overview on communication campaigns.

5.4 Payment Schedule will be at the end of each sprint of four working weeks, following the acceptance of the sprint completion report, delivered within 5 (five) working days of the following month.

5.5 The NCIA team reserves the possibility to exercise a number of options, based on the same scrum deliverable timeframe, at a later time, depending on the project priorities and requirements.

5.6 The payment shall be dependent upon successful acceptance of the sprint report and the Delivery Acceptance Sheet (DAS) – (Annex B) including the EBA Receipt number.

5.7 Invoices shall be accompanied with a Delivery Acceptance Sheet (Annex B) signed by the Contractor and the NCIA POC.

5.8 BASE 2025: PERIOD OF PERFORMANCE 3 FEBRUARY 2025 – 31 DECEMBER 2025

Deliverable 01:  Up to 22 sprints of Project Implementation Services

Payment Milestones: Upon completion of each sprint and at the end of the work. Completion of each milestone shall be accompanied documented in a Certificate of Acceptance (Annex A), signed for acceptance by the Purchaser’s authorized point of contact and the Contractor.

5.9 OPTION 2026: PERIOD OF PERFORMANCE 01 JANUARY 2026 – 31 DECEMBER 2026

Deliverable 01:  Up to 24 sprints (two resources x 12 SPRINTS each) of Project Implementation Services

Payment Milestones: Upon completion of each sprint and at the end of the work. Completion of each milestone shall be accompanied documented in a Certificate of Acceptance (Annex A), signed for acceptance by the Purchaser’s authorized point of contact and the Contractor.

5.10 OPTION 2027: PERIOD OF PERFORMANCE 01 JANUARY 2027 – 31 DECEMBER 2027

Deliverable 01:  Up to 24 sprints (two resources x 12 SPRINTS each) of Project Implementation Services

Payment Milestones: Upon completion of each sprint and at the end of the work. Completion of each milestone shall be accompanied documented in a Certificate of Acceptance (Annex A), signed for acceptance by the Purchaser’s authorized point of contact and the Contractor.

5.11 OPTION 2028: PERIOD OF PERFORMANCE 01 JANUARY 2028 – 31 DECEMBER 2028

Deliverable 01:  Up to 24 sprints (two resources x 12 SPRINTS each) of Project Implementation Services

Payment Milestones: Upon completion of each sprint and at the end of the work. Completion of each milestone shall be accompanied documented in a Certificate of Acceptance (Annex A), signed for acceptance by the Purchaser’s authorized point of contact and the Contractor.

6 COORDINATION AND REPORTING

6.1 The Contractor shall deliver services 100% On-site Braine L’Alleud, Belgium

6.2 The contractor shall report to the Section Head for New Business Intake & Execution in Personal Workspace, NDW Centre.

The Contractor shall participate in monthly sprint planning and retrospective meetings, monthly status update meetings and other meetings, physically in the office, or in person via electronic means using Conference Call capabilities, according to line manager’s instructions.

6.4 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 writing, within five (5) working days after the sprint’s end date. A report in the format of a short email shall be sent to NCI Agency POC briefly mentioning the work held and the achievements during the sprint.

6.5 At the end of each sprint, the Contractor shall report the completion and achievements to the Purchaser point of contact via email for each resource providing services under this SoW.

6.6 At the end of each fourth sprint, the Contractor shall deliver Certificate of Acceptance (Annex A) for Purchaser approval and signature for each resource providing services under this SoW.

6.7 QUALITY ASSURANCE CHECK

The deliverables shall be produced within the sprint as requested and be of satisfactory quality to avoid re-work, ensure the achievement of the objectives stated herein and sprint-specific tasks.

7. SCHEDULE

7.1 This task order will be active immediately after signing of the contract by both parties.

7.2 It is expected that the BASE service starts on 03 February 2025 until 31 December 2025.

7.3 The Purchaser reserves the right to exercise the following additional options under the same conditions with price per sprint determined by applying the price adjustment formula as outlined in CO-115786-AAS+ Special Provisions article 6.5.:

Option 2026 – up to 24 sprints with period of performance from 01 January 2026 until 31 December 2026;

Option 2027 – up to 24 sprints with period of performance from 01 January 2027 until 31 December 2027;

Option 2028 – up to 24 sprints with period of performance from 01 January 2028 until 31 December 2028.

8 SECURITY

8.1 Performance of the services described in this SOW require a valid NATO SECRET security clearance prior to the start of the engagement.

8.2 At the NCI Agency Braine L’Alleud, Belgium or other NATO sites, the highest level of classification that contractor may need to access is NATO SECRET (NS). As a result of this contractor must hold a valid NATO SECRET Security Clearance.

9 CONSTRAINS

9.1 All the deliverables provided under this statement of work will be based on Purchaser templates or agreed with the Purchaser’s Point of contact.

9.2 All materials, documentation, etc. will be stored under configuration management and/or in the provided Purchaser tools and systems.

9.3 Part of the work will involve handling classified networks, therefore, a valid security clearance at NATO SECRET level is required for the Contractor’s staff undertaking this project.

10. PRACTICAL ARRANGEMENTS

10.1 PLACE OF PERFORMANCE

The deliverables will be produced on-site at Purchaser’s premises in Braine L’Alleud, Belgium.

The working environment is a typical office working environment designated as Class II or Class I security area.

10.2 WORKING HOURS

The work will be conducted during normal office hours following the NCIA Braine L’Alleud, Belgium calendar, as well as outside office hours and on weekends, if necessary.

The Contractor staff is expected to follow the Purchaser’s working hours—Monday to Thursday from 08h30 until 17h30 and Friday from 08h30 until 15h30 and observe Purchaser’s official holidays.

The Purchaser’s official holidays may differ from the public holidays in the Host Nation.

10.3 PURCHASER FURNISHED EQUIPMENT (PFE)

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.

11. TRAVEL

Depending on Purchaser’s priorities, travel may be required to both NATO and non-NATO nations. Travel expenses will be reimbursed in accordance with AAS+ framework contract provisions and applicable NCIA Travel Directive, in addition to the not to exceed ceiling mentioned in this SOW.

12. REQUIREMENTS

• The Contractor shall manage and be responsible for all Contractor personnel.
• The Contractor’s personnel shall be knowledgeable and experienced in the nature of the tasks and activities of the Service.
• The Contractor’s personnel shall possess valid Personal Security Clearances for the duration of the Contract performance.
• The Contractor’s personnel shall be courteous and professional in dealing with NATO and Purchaser’s staff.
• The Contractor’s personnel shall have sufficient knowledge in English language to allow smooth verbal and written communication.
• The Contractor’s shall strive to lower the rotation of personnel and maintain the same staff working under this SoW.
• The Contractor shall seek Purchaser’s approval prior to appointing new personnel to work under this Statement of Work.
• The Purchaser will support the Contractor’s personnel with access to the IT systems as required.
• The Contractor shall submit requests for change of Contractor’s personnel at least 30 days in advance.
• The Contractor shall handle the Purchaser’s furnished equipment (PFE) with due care.
• The Contractor shall operate the equipment following the manufacturer’s requirements.
• The Contractor shall bring immediately to the attention of the Purchaser Point of Contact any issues preventing the execution of the work.
• The Contractor’s personnel will report to and receive guidance from Purchaser Point of Contact on-site and respective project manager/project executive.
• The Contractor’s personnel shall follow local site procedures to obtain physical unescorted access to the assigned work position and logical access to the networks in scope.
• The Contractor’s personnel shall liaise with other Purchasers’ teams as necessary.

SPECIFIC REQUIREMENTS

[See Requirements]

13. GOVERNANCE

PURCHASER’S KEY ROLES

The following personnel is considered Key personnel in the context of this SoW:

Group head – the head of Personal Workspace group within NDW Centre who is accountable for the end-to-end delivery of the IT services in his/her portfolio. Unless decided otherwise, the group head is the Purchaser’s designated representative to sign the acceptance documents under this SoW.

Service Delivery Manager – the person responsible for delivering the assigned IT service(s) on a day-to-day basis.

Service IT Operations lead – the person responsible for the Level 3 support engineering team.

The Service IT Operations lead will provide technical advice to the Contractor’s personnel.

Same person may perform more than one role.

CONTRACTOR’S KEY ROLES

The Contractor shall assign a single point of contact (SPOC) for all matters for the duration of the work under this SoW.

The Contractor shall strive to maintain the same person for as long as possible.

The Contractor shall seek Purchaser’s approval prior to appointing new SPOC. When the reasons to appoint a new SPOC are beyond Contractor’s control, the Contractor shall inform the Purchaser at least 30 days in advance.

Requirements

8 SECURITY

• Performance of the services described in this SOW require a valid NATO SECRET security clearance prior to the start of the engagement.

12. REQUIREMENTS

SPECIFIC REQUIREMENTS

To efficiently and effectively deliver the Service, the Contractor resource shall possess at a minimum qualifications and skills in the following areas:

• Five years experience with Project management: Experience in project management with distributed teams; Knowledge of project management principles, practices and procedures;
• Three years experience with Service management frameworks: Knowledge of ITIL framework;
• Three years experience in Knowledge of SCRUM agile methodology: Ability to take meeting minutes and draft comprehensive summaries; Ability to establish and maintain effective working relationships with stakeholders with positive attitude;
• Three years experience in IT literacy:  Proficiency in the use of Microsoft Office Suite; Knowledge of Microsoft SharePoint with relevant experience; Ability to create and maintain JIRA projects; Undertanding of complexity of modern Data Centers technologies;
• Thorough knowledge of the English language, both written and spoken, is essential; with ability to write concise documents for different audience;