2024-0322 Support Activities for AI and Data Exploitation (NS) - THU 27 Mar

Deadline Date: Thursday 27 March 2025

Requirement: Support Activities for AI and Data Exploitation Deliverable

Location: The Hague, NL

Full Time On-Site: Yes

Time On-Site: 100%

Period of Performance: 2025 BASE: 28/04/2025 (tentative) – 30/06/2025, with the possibility to exercise following options:

2025 option: 01/07/2025 – 31/12/2025

2026 option: 01/01/2026 – 31/12/2026

Required Security Clearance: NATO SECRET

1 INTRODUCTION

The NATO Information and Communication Agency (NCIA) located in The Hague, Netherlands, is currently involved in the development and support of new and existing capabilities for NATO.

In light of these activities, within NCIA Chief Technology Office, the Exploiting Data Science and Artificial Intelligence (EDS&AI) Team has as primary goal to ensure that Big Data and AI can be used to make better and faster decisions. In leveraging the volume of big data, EDS&AI team aims to turn data overload into decision dominance.

Inside NATO, leaders in different functions need support for their decision making. EDS&AI brings the expertise to exploit the vast and varied data available for extracting insights, and we achieve that by using both cloud computing and the Agency’s high performance computing sandbox.

EDS&AI team provide the core data science skills and technology needed for big data analysis and AI.

The EDS&AI team applies innovative technology to data whenever it is not possible to extract value with conventional approaches.

2 OBJECTIVE

This Statement of Work (SOW) describes the services to be provided in support of AI and Data Exploitation Services (“Services” refers solely to internal services and pilot services) and Projects activities of the Exploiting Data Science and Artificial Intelligence (EDS&AI) branch within NCIA CTO.

3 SCOPE OF WORK

Under the direction of the CTO-EDS&AI, the resource providing services under this SOW provide support regarding the following:

• As part of CTO-EDS&AI team, support the planning and development of all EDS&AI Services and Projects.

• Support coordination of services and project deliverables – during each sprint review of all work packages (WPs) within all EDS&AI projects and services in conjunction with WP leads and project managers; documenting deliverables, progress and future activities.

• Documentation – during each sprint conduct a review of all documentation, including project plans, reports, and meeting minutes, and take appropriate action to ensure these are accurate and organized.

• Tracking and Monitoring – during each sprint support a review of the content of all EDS&AI deliverables, in conjunction with task leads and using the existing deliverable tracking systems, including dashboards and trackers that display project milestones, timelines, and budgets.

• Deliverable monitoring – during each sprint, monitor the health of service and project inputs and outputs; working with WP leads to alert management to potential risks, issues or delays.

• Coordinate Communication - liaise between project managers and project teams, ensuring smooth and timely communication; handle stakeholder queries and distribute updates as needed. Facilitate communication between different WP and project teams and stakeholders, ensuring that information is shared promptly and accurately.

• Track EDS&AI deliverable documents and reports – throughout each sprint, track of the delivery of highlight reports, short articles, post-event summaries, and post exercise reports as required by the project guidelines; contribute to these products as required.

• Coordinate deliverable dissemination - manage the dissemination of final deliverables and products, ensuring acceptance of the project sponsor or stakeholder as required.

• Risk Management Support – throughout each sprint, support WP leads and project managers in identifying and recording risks associated with project and service deliverables; contribute to a risk register and ensure mitigation plans are in place for any identified risks.

• Schedule management and financial tracking and reporting – support monitoring and updating of schedules, ensuring that milestones and deadlines are met; track budgets, monitor expenditures and ensure alignment with financial goals. Assist in preparing financial reports and tracking deviations.

• Quality control - support WP leads and project managers in ensuring that all deliverables adhere to established reporting & quality standards and project requirements.

• Resource Allocation Support – throughput each sprint, track allocation of resources (project inputs), ensuring accurate forecasting for human resources, time, and budget; assist in adjusting resource plans as required to meet deliverables.

4 DELIVERBALES AND PAYMENT MILESTONES

The contractor will provide the services using an iterative approach using multiple sprints. Each sprint is scoped for a duration of 4 weeks. Services are expected to be delivered within Agency’s working hours/days and follow the team’s schedule.

It is envisaged that there will be gap of 2-3 weeks between sprint 7 and sprint 8. Payment milestones will be after each sprint completion.

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

All of the deliverables and the underlying work under this contract will be in English. Deliverables will be sent via e-mail or removable media. Disclosure of any or all of the deliverables to another third party, besides NCI Agency, will require the prior agreement of NCI Agency

The payment shall be dependent upon successful acceptance of the

- Sprint Report (section 5); and

- Delivery Acceptance Sheet (DAS) – (Annex B).

Invoices shall be accompanied with a Delivery Acceptance Sheet (Annex B) signed by the Contractor and the project authority.

The following deliverables are expected from this statement of work:

Deliverable 01: BASE 2025: Max 3 sprints

Payment Milestones: Upon completion and acceptance of each sprint

Deliverable 02: OPTION 2025: Max 6 sprints

Payment Milestones: Upon completion and acceptance of each sprint

2026 OPTION: 01/01/2026 to 31/12/2026

Deliverable 01: Up to 12 sprints

Cost Ceiling: Price will be determined by applying the price adjustment formula as outlined in CO‐115786‐ AAS+ Special Provisions article 6.5.

Payment Milestones: Upon completion and acceptance of each sprint and at the end of the work

2027 OPTION: 01/01/2027 to 31/12/2027

Deliverable 01: Up to 12 sprints

Cost Ceiling: Price will be determined by applying the price adjustment formula as outlined in CO‐115786‐ AAS+ Special Provisions article 6.5.

Payment Milestones: Upon completion and acceptance of each sprint and at the end of the work

5 COORDINATION AND REPORTING

The Contractor shall work on-site at NCIA The Hague.

The Contractor shall have access to necessary NCIA IT systems, and comply with all necessary policies and procedures.

The Contractor shall participate in regular status update meetings and other meetings, physically in the office, or in person via electronic means using Conference Call capabilities, according to service delivery 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 writing within three (3) days after the sprint’s end date. A report in the format of a short email shall be sent to the nominated point of contact of the NCI Agency, mentioning 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 2025 BASE period of performance is 28 April 2025 (tentative) to 30 June 2025.

If exercised, 2025 OPTION has a period of performance 01/07/2025 to 31/12/2025.

If the 2026 option is exercised, the period of performance shall be 01/01/2026 to 31/12/2026.

If the 2027 option is exercised, the period of performance shall be 01/01/2027 to 31/12/2027.

7 SECURITY

Services provided under this SOW require a valid NATO SECRET security clearance prior to the start of the engagement.

8 CONSTRAINTS

All the documentation provided under this statement of work will be based on NCI Agency templates and/or agreed with the NCIA service delivery point of contact.

All support, maintenance, documentation and required code will be stored under configuration management and/or in the provided NCI Agency tools.

9 PRACTICAL ARRANGEMENTS

The contractor is expected to provide services on-site at NCIA Agency The Hague, Netherlands.

There may be a requirement to travel to other sites within NATO for completing these tasks. Travel expenses will be reimbursed separately, as per AAS+ framework contract provisions and NCIA Travel Directive.

The assigned resource will provide services under the direction and guidance of the CTO-EDS&AI or their designated representative.

ONE contractor must deliver services under this SOW.

10 REQUIRED EXPERIENCE and SPECIFIC REQUIREMENTS

[See Requirements]

11 EDUCATIONAL QUALIFICATIONS

[See Requirements]

Requirements

7 SECURITY

• Services provided under this SOW require a valid NATO SECRET security clearance prior to the start of the engagement.

10 REQUIRED EXPERIENCE and SPECIFIC REQUIREMENTS

• Strong organizational skills with the ability to prioritize tasks effectively;
• Excellent interpersonal skills, enabling effective communication with stakeholders at all levels;
• Willingness to adapt to new technologies and processes to enhance operational efficiency;
• Experience in organizing and maintaining project documentation, ensuring version control, and archiving;
• Experience of documentation management systems and data analysis tools (e.g., Excel, Sharepoint);
• Experience with Project management and/or Enterprise Resource Planning tools;
• Ability to train and support team members on management tools;
• At least 3 years' experience supporting project deliverables e.g. managing calendars, coordinating travel etc,
• At least 3 years' experience in a progressively responsible project administrative support role;
• Extensive experience in the use of Business Information (BI) Tools to generate accounting and finance reports (including time accounting);
• Proven experience in preparing status reports, and providing risk assessments;
• Experience scheduling meetings, preparing agendas, taking minutes, and following up on action items;
• Proficiency in tracking project milestones, timelines, budgets, and progress reporting;
• Experience serving as a liaison between stakeholders, responding to queries, and distributing updates;
• Familiarity with forecasting and managing resource allocation for projects;
• Knowledge of project budgeting and experience in tracking and reporting on financial performance;
• Strong organizational and multitasking abilities;
• High attention to detail and accuracy;
• Strong interpersonal skills to coordinate effectively with multiple stakeholders;
• Knowledge of NATO responsibilities and organization, including INFOSEC/COMSEC procedures.
• Valid security clearance at minimum NATO SECRET level;
• Proven experience supporting AI and Data Science projects and services;
• Highly motivated, team player, able to work collaboratively within cross-functional teams;
• Strong listening, writing and communication skills in English (additional languages is considered a plus);
• Advanced analytical skills;
• Experience in creating and managing dashboards in SharePoint;
• Experience in organizing conferences and events, coordinating with various stakeholders.

11 EDUCATIONAL QUALIFICATIONS

• Bachelor’s Degree in Business Administration, Project Management, or a related field.
• Master`s Degree in Business Administration, Management, or related field. A degree in a relevant field should provide foundational knowledge of business processes, communication, and organizational skills necessary for project management.
• Project Management Certification (preferred but not mandatory). Examples: CAPM (Certified Associate in Project Management), PRINCE2 Foundation, or PMP (Project Management Professional) certification can enhance understanding of project management methodologies and frameworks.