2025-0151 Project Support Services (NS) - WED 11 Jun

Bidding Instructions - Technical Proposal

Bidders shall submit a proposal clearly providing the following information for the assigned resource(s):

a. The proposed approach to address the required scope of work and the defined deliverables (maximum 10 pages, A4 size) with sufficient details to allow assessment for feasibility of the proposal. The proposed approach should address the minimum: Relevant Project Support Services Experience: list specific projects or programs in the last 3 years and describe in detail your role; Certifications and Trainings: copies of relevant certifications or trainings;  Prior experience of working in an international environment comprising both military and civilian elements / Knowledge and experience with NCIA and NATO’s processes.

b. CVs of the assigned resource(s) – A team of 4 contractors is expected.

Deadline Date: Tuesday 10 June 2025

Requirement: Project Support Services

Location: The Hague, NL

Full Time On-Site: Yes

Time On-Site: 100%

This RFQ is expected to involve the participation of 4 team members.

Period of Performance: 2025 Base: As soon as possible but no later than 14th of July 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 Support services required by the Purchaser.

The NATO Communications and Information Agency (NCIA, further referred to as “Purchaser”) is seeking a qualified Service provider to provide efficient and effective Project Support Services.

2. BACKGROUND

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

NDW Centre Project Management are contributing to several major projects that are enhancing the NCIA services and leading the user transition of the end users to the new enhanced services at multiple NATO locations. Projects are organized based on PRINCE2 principles.

3. OBJECTIVES

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

3.1. Project Management Support: Provide comprehensive assistance to the Project Manager (PM) throughout the project implementation lifecycle

3.2. Reporting and Performance Tracking: Generate, update, and maintain project-related reports and performance metrics, ensuring accurate and timely reporting using Purchaser tools

3.3. Procurement and Financial Oversight: Manage and monitor procurement processes by tracking Purchase Requests (PRs) and Purchase Orders (POs) in EBA

3.4. ServiceNow Project Administration: Ensure project data integrity, compliance, and up-to-date project schedules

To achieve these objectives, the Purchaser is looking for 4 (four) qualified Project Support Officers.

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 contractor planned for a duration of 4 weeks. The detailed tasks in each sprint will be determined at the start of each sprint during a sprint-planning meeting by the Purchaser’s authorized point of contact following the SoW defined herein and project milestones and schedule, and documented in writing.

The SoW covers the following service tasks:

4.1. Project Manager Support

4.1.1. Assist the PM during the Project Implementation stages.

4.1.2. Co-ordinate and fulfill the Service support activities necessary to assist the PM in the meetings, take notes and minutes as required.

4.1.3. Maintain a project documentation library ensuring strict version control and naming conventions are adhered to.

4.1.4. Liaison between the PM and the BSM, CPMO, P3SM Teams as well as any third party suppliers.

4.1.5. Assist with the creation of advice, training, reference materials, and other guidance relating to projects.

4.1.6. Assist in compiling, maintaining and updating project plans, resource plans, risks and issues registers, as w