2025-0149 CIS Asset Management Coordination Service (NS) - WED 14 May

Job content

Deadline Date: Tuesday 13 May 2025

Requirement: Provision for SHAPE J6 -CIS Asset Management Coordination Service

Location: Mons, BE

Full Time On-Site:Yes

Time On-Site:100%

Period of Performance: 2025 BASE: As soon as possible and not later than 01 July 2025 - 31 December 2025 with possibility to exercise sprints from the following options:

2026 Option: 1st Jan - 31st Dec 2026

2027 Option: 1st Jan - 31st Dec 2027

2028 Option: 1st Jan - 31st Dec 2028

Required Security Clearance: NATO SECRET

• INTRODUCTION
  
  

To strengthen the Alliance through connecting its forces, the NCI Agency delivers secure, coherent, cost effective and interoperable communications and information systems in support of consultation, command & control and enabling intelligence, surveillance and reconnaissance capabilities, for NATO, where and when required. It includes IT support to the Alliances’ business processes (to include provision of IT shared services) to the NATO HQ, the Command Structure and NATO Agencies.

NCI Agency CIS Support Unit (CSU) Mons enables end-to-end CIS services as it maintains and supports a range of CIS capabilities during peacetime, crisis and war throughout its allocated Area of Responsibility (AOR) and as otherwise directed as specified in the extant Supreme Headquarters Allied Powers Europe (SHAPE) Service Level Agreement (SLA).

Supreme Headquarters Allied Powers Europe (SHAPE) Cyberspace Directorate directs monitors and coordinates all Cyberspace Operations (CO), Electronic Warfare (EW), Electro Magnetic Spectrum (EMS) activity and Communications and Information Systems (CIS) functional area activities and staff functions across ACO.

The Cyberspace Service Management Branch provides the primary interface for ACO engagement with NATO Communications and Information Agency (NCIA), exercises oversight from operational acceptance of all cyberspace capabilities that deliver Communication and Information Systems (CIS) services and support to ACO, including the centralised service.

Local Subject Matter Expertise is provided to SHAPE Cyberspace Directorate, Service Management Branch, Local SLA Section through SHAPE SLA, NCIA CSU MONS.

• OBJECTIVES
  
  

The objective of this contract is to efficiently manage HQ assets, ensuring their optimal use, maintenance, and disposal in compliance with applicable policies and regulations. This asset management service will enhance operational readiness, reduce unnecessary costs, and improve the lifecycle management of assets across the headquarters.

• SCOPE OF WORK
  
  

3.1 The contractor will be part of a team and will work using an Agile and iterative approach using multiple sprints. Each sprint is planned for an approximate duration of 4 weeks. The content, scope timelines and acceptance criteria of each sprint will be agreed with the service delivery manager during the sprint-planning meeting, in writing.

3.2 The services shall be carried out in sprints whereby each sprint is independent. The services will be executed mainly onsite, but some sprints might require offsite at other NATO locations. Generally, remote work cannot be performed offsite since the nature and classification of the work requires the incumbent to be present in the office with access to classified networks.

3.3 Under the direction of the Local SLA (LSLA) Section Head, the service provider will provide asset management services related to the following main sprint activities as listed below:

3.3.1 Support LSLA Team: Provide LSLA Portfolio/Programme/Project status and progress overview to management.

3.3.2 Establish an Inventory Database: Create and maintain an organized, up-to-date repository for all CIS assets tracking.

3.3.3 Prepare Status Reports: Compile and analyse project data, track key metrics, and deliver timely status reports to stakeholders, summarizing project progress, identifying risks, and highlighting critical updates.

3.3.4 Provide acquisition support: Schedule and organize portfolio-related meetings, including preparing agendas, ensuring availability of pre-meeting materials, recording minutes, distributing notes, and tracking action items for follow-up.

3.3.5 Facilitate Communication: Act as a liaison between CISPOC’s, the Warehouse and the LSLA office, ensuring effective communication and timely dissemination of updates while addressing stakeholder queries.

4 PAYMENT MILESTONES AND DELIVERABLES

The following deliverables are expected from this statement of work:

4.1 Complete the activities/tasks agreed in each spring meeting as per sections 2 and 3 above.

4.1.1 Asset Inventory Database:

• Develop and maintain an up-to-date inventory database accessible by designated HQ personnel
• Frequency: Monthly Updates
• Format: Secure digital access and monthly PDF/Excel summaries
  
  

4.1.2 Acquisition & Disposition Reports:

• Provide recommendations and records for asset acquisitions, transfers, and disposals
• Frequency: Quarterly
• Format: Report in PDF and Excel formats with justifications and cost analyses
  
  

4.1.3 End-of-Life (EOL) Asset Management Plan:

• Advise on replacement plan for aging assets, aiming to minimize operational disruptions
• Frequency: Annual EOL report with quarterly updates
• Format: Asset lifecycle roadmap with timelines and cost projections
  
  

Payment Schedule will be at the end of each sprint of four working weeks, following the acceptance of the sprint report.

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.

The payment shall be dependent upon successful acceptance of the sprint report and the Delivery Acceptance Sheet (DAS) - (Annex B).

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

4.2 Acceptance Criteria

4.2.1 Deliverables will be reviewed by the LSLA Section Head to ensure:

• Completeness, accuracy, and timely submission
• Conformity to the formats and specifications outlined in this SOW
• Documentation supporting compliance, audit readiness, and any financial justifications provided
  
  

4.3 2025 BASE: 01 July 2025 - 31 December 2025

Deliverable 01: Sprints (1-6)

Quantity: 6 (Estimated quantity considering tentative start date. Number of sprints will be adjusted based on actual starting date.)

Payment Milestones: Upon completion of each sprint, based on successful acceptance of the sprint report and Delivery Acceptance Sheet

4.4 OPTION YEARS: 2026, 2027, 2028

Deliverable: 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 of each sprint, based on successful acceptance of the sprint report and Delivery Acceptance Sheet

5 COORDINATION AND REPORTING

The Contractor shall participate in monthly 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 and LSLA Section Head mentioning briefly the work held and the development achievements during the sprint.

The Contractor shall deliver services on-site in SHAPE, Mons.

The Contractor shall participate in monthly review meetings with HQ personnel - physically in the office, or in person via electronic means using Conference Call capabilities, according to service delivery manager’s instructions - to discuss progress, address challenges, and propose adjustments.

At the contract’s end, a comprehensive summary report, including performance against KPIs, challenges encountered, and recommendations for future asset management improvements.

6 SCHEDULE

It is expected the service starts as soon as possible but no later than 01 July 2025 and ending no later than 31 December 2025.

If the 2026 option is exercised, the period of performance is 01 January 2026 to 31 December 2026.

If the 2027 option is exercised, the period of performance is 01 January 2027 to 31 December 2027.

If the 2028 option is exercised, the period of performance is 01 January 2028 to 31 December 2028.

7 SECURITY

Performance of the services described in 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 or agreed with project point of contact.

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

9 PRACTICAL ARRANGEMENTS

The contractor shall provide services On-site SHAPE, Mons BEL. Exceptional off-site activities to support service delivery can also be arranged with the line manager’s coordination and approval.

The services shall be provided will be conducted during normal office hours following the SHAPE calendar, as well as outside office hours and on weekends, if necessary. The work depicted in this SOW is expected to be carried by a single contractor.

10 QUALIFICATIONS

[See Requirements]

Requirements

7 SECURITY

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

10 QUALIFICATIONS

The consultancy support for this work requires following qualifications:

10.1 Technical Qualifications

• ITIL v4;
• Proficient with Microsoft Office software;
• Proficient in relevant software and tools for IT service management;
  

10.2 Essential Qualifications

• Strong analytical skills with a focus on problem-solving and decision-making;
• Advanced research and analytical skills;
• Understanding of the NATO CIS priorities;
• Knowledge of NATO responsibilities and organization;
• 3+ years of experience in providing CIS support, reporting, and project coordination;
• Experience working in CIS projects and programmes;
• Experience coordinating CIS assets
• Experience analysing and providing CIS requirements
• Experience developing and maintaining databases
  

10.3 Desirable Qualifications

• Experience or strong interest in CIS technologies;
• Willingness to adapt to new technologies and processes to enhance operational efficiency;
• Certification or proven experience working in the CIS Domain and CIS educational workshops;
• Knowledge of NATO CIS projects and programmes;
• Knowing and understanding the key players in the NATO CIS enterprise for prompt coordination;
  

10.4 Professional Qualifications

• Motivated, good communication skills, team player;
• Strong listening, writing, and communication skills in English;
• Comfortable performing in a fast-paced, dynamic environment;
• Proactive and demonstrates a high interest in learning and continuous improvement;
• Proven ability to manage multiple projects simultaneously while maintaining attention to detail;
• Strong organizational skills with the ability to prioritize tasks effectively;
• Excellent interpersonal skills, enabling effective communication with stakeholders at senior levels;