2025-0163 Support to Concept Development (NS) - TUE 3 Jun

Deadline Date: Tuesday 3 June 2025

Requirement: Support to Concept Development for Minimum Level of Command and Control (C2) Service Capabilities in NATO-led Missions

Location: Off-Site (with regular meetings in The Hague/or through video teleconference (VTC))

Note: Please refer to your Subcontract Agreement, article 6.4.1.a, which states “Off-Site Discount: 5% (this discount is applicable to all requirements, and applies when the assigned personnel are permitted to work Off-Site, such as at- home)". Please be sure to price this discount in your overall price proposal when submitting bids against off-site RFQs

Period of Performance: 2025 Base: As soon as possible, but not later than 9 July 2025 and completing 31 December 2025, with the possibility to exercise following options:

• 2026 OPTION: Up to 12 Sprints in the period 01/01/2026 – 31/12/2026

• 2027 OPTION: Up to 12 Sprints in the period 01/01/2027 – 31/12/2027

• 2028 OPTION: Up to 12 Sprints in the period 01/01/2028 – 31/12/2028

Required Security Clearance: NATO SECRET

1. BACKGROUND

Under the 2025 NATO Digital Staff (NDS) project NCB02051, NCI Agency is providing support to the drafting of the Military Committee publication MC 0593/2. MC 0593 describes the Minimum Level of Command and Control (C2) Service capabilities in support of Combined Joint NATO led Operations. Revision 2 is required to perform the transition from NRF to ARF, and the introduction of a persistent networking approach in support of collective defence.

This work is expected to contribute to the document focused on requirements in NATO led operations as outlined above, both for Out of Area and collective defence scenario.

The inputs are sought by 31 Dec 2025 in a series of sprints.

2. OBJECTIVES

Under the direction / guidance of the local NCIA Point of Contact, the objectives of the service are:

1. Support the NDS led Tiger Team in the development and maturation of the content for MC 0593/2 Draft.

2. Coordinate and Conduct editorial reviews of the MC 0593/2 Draft with Subject Matter Experts and Stakeholder Groups.

3. SCOPE OF WORK

3.1. Scope Overview

The Contractor is to provide support services to the MC 0593/2 Tiger Team, developing the content of the current draft. Improvement inputs shall be sought from external references such as:

a) The federated requirements as expressed in current FMN documentation on (spirals 4 – 6).

b) The draft of the high level operational concepts for persistent mission networking.

c) Existing NATO best practices on CIS and DCIS network management and operations for NRF mission networks (in particular considering the responsibilities of NCIA and NCISG staff on the NATO provided assets and services).

d) Other sources as found relevant.

NCI Agency staff will provide oversight and inputs that shall be taken into account in the conduct of the work but which shall not waive the contractor’s responsibility for the deliverables.

3.2. AGILE APPROACH AND SPRINTS

Due to the AGILE approach of this project, the specific deliverables and associated acceptance criteria will be defined for each Sprint between the NCI Agency and the contractor. This includes Sprint planning, execution and review processes, which are detailed below:

3.2.1. 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.

• Effort: Agree on the required level of effort for the various Sprint tasks.

• Backlog Review: Review and prioritize the backlog of tasks, issues, and improvements from previous Sprints.

• Assess each payment milestone cycle. Review the state of completion and validate of each Sprint status and sign off Sprints to be submitted for payment as covered in Section 4.

3.2.2. 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 staff 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 tool determined by the Task lead 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.

3.2.3. 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.

3.2.4. 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 manager, highlighting all work performed 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)

• Invoices shall be accompanied with a Delivery Acceptance Sheet (DAS) 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.

• Each Sprint has a time duration of one month. The content and scope of each Sprint will be fixed during the Sprint‐planning meetings as covered in Section 3.2.1, but an overall outlook will be maintained in the sprint plan. The contractor will be responsible to manage their own working time in order to meet the agreed deliverables, and with agreement can deliver early on deliverables to offset planned absences in later sprints.

4. DELIVERABLES AND PAYMENT MILESTONES

The following deliverables are expected from this statement of work:

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

2. Produce Sprint completion reports (format: e-mail update) or the formal documentation required per specific task;

3. The Contractor will participate in the regular reporting and planning activities (Weekly Jour Fixe, bi-weekly C2 Syndicate Meeting) as well as the required participation in workshops, events and conferences related to the supported services, as requested by the task lead.

The NCIA team reserves the possibility to exercise a number of options, based on the same scrum 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 B)

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

Payment Schedule will be according to payment milestones upon completion and validation of each Sprint at the end of the month, following the acceptance of the Sprint report.

The following deliverables are expected from this statement of work:

2025 BASE: NLT 9/07/2025 – NLT 31/08/2025:

Deliverable: 6 Sprints

Payment Milestones: Upon completion of each Sprint and at the end of the work.

2026 OPTION: 01/01/2026 – 31/12/2026

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 and at the end of the work.

2027 OPTION: 01/01/2027 – 31/12/2027

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 and at the end of the work.

2028 OPTION: 01/01/2028 – 31/12/2028

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 and at the end of the work.

5. COORDINATION AND REPORTING

The contractor shall report to the NCIA Task Lead.

The Contractor’s Personnel shall work principally off-site.

The Contractor’s Personnel shall participate in monthly status update meetings and other meetings, or in person via electronic means using Conference Call capabilities, or physically in the office (when on site), according to service delivery manager’s instructions.

6. PERIOD OF PERFORMANCE

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

The BASE period of performance is to start no later than 9th Jul 2025 and will end no later than 31tst Dec 2025.

If the options are exercised, the period of performance will be:

• 2026 OPTION: from 01 JAN 2026 until 31 DEC 2026

• 2027 OPTION: from 01 JAN 2027 until 31 DEC 2027

• 2028 OPTION: from 01 JAN 2028 until 31 DEC 2028

7. SECURITY CLEARANCE

The work will be conducted at the classified level as MC 0593/2 is classified at NATO Restricted.

It is mandatory to have the incumbent to be in possession of a security clearance of NATO Secret or above, to enable access to relevant documentation and access to NATO facilities.

8. CONSTRAINTS

All the documentation provided under this statement of work will be based on NCI Agency templates or as agreed with project point of contact.

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

ONE single resource must provide these services. In the event the Contractor’s Personnel leaves during the contract period, a new resource who has the proven required qualifications and is evaluated qualified and suitable shall replace them. All normal NCI Agency Terms and Conditions apply.

9. PRACTICAL ARRANGEMENTS

The Contractor’s Personnel is expected to provide services off site. Occasionally, service delivery on-site may also be arranged with the project manager.

The contractor will be required to work within a NATO country, following the rules and regulations applicable for the operations of NATO CIS.

Travel to other NATO and commercial sites is not expected, but may be required in order to complete the activities. These will be agreed between the Contractor and the PM as part of the planning of the monthly Sprint deliverables.

If travel is required, 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. These costs fall outside the Not-To-Exceed financial limit for each Sprint.

• Contractor Furnished Services: Contractor shall furnish everything required to perform the contract except for the items specified and covered under NCIA Furnished Property and Services below.

• NCIA Furnished Property and Services: Access to relevant classified networks and environments will be provided by NCIA. NCIA will equip the contractor with NR IT (Laptop).

10. REQUIRED COMPETENCIES

[See Requirements]

Requirements

7. SECURITY CLEARANCE

• It is mandatory to have the incumbent to be in possession of a security clearance of NATO Secret or above, to enable access to relevant documentation and access to NATO facilities.

10. REQUIRED COMPETENCIES

The consultancy support for this work requires a Service Engineer with the following demonstrated qualifications and experience (a minimum of 8 years of sound experience in these fields):

• Knowledge and experience in large and complex Communication and Information Systems (CIS) engineering and design, including Communication Systems, Networks, Infrastructure, Virtualization, Cloud, Security, Monitoring and Control, Interoperability
• Knowledge and experience in system architecture and design
• Knowledge in Enterprise and Capability architecture
• In-depth knowledge with SMC aspects, relevant frameworks and their implementation in large CIS networks
• Familiarity with CIS related international / commercial / industrial standards

Desirable Qualifications:

• Experience with Military CIS systems
• Experience with deployable CIS systems (Military and/or Civilian)
• Experience in Service Design and Management
• Experience with management frameworks such as ITIL, PRINCE2, PMP, etc.
• Prior experience of working in an international environment.
• Knowledge of NATO political ambition and organizational structure.