Deadline Date: Thursday 31 July 2025 Requirement: Project Coherence and Administration Location: Corsham, GB Full Time On-Site: Yes Time On-Site: 100% Period of Performance: 2025 BASE: Starting date as soon as possible, no later than 18 of Aug 2025 (tentative) – 31st December 2025 with possibility to exercise the following options: 2026 OPTION: Jan 2026 to Dec 2026 2027 OPTION: Jan 2026 to Dec 2026 Required Security Clearance: NATO COSMIC TOP SECRET Great Britain (GBR) C2 Support & Cooperation Project, NATO Software Tools (NST) Partnership Coherence and Administration. Role is Off-Site NCIA, but onsite Embedded within GBR Ministry of Defence (MOD) Corsham 1 INTRODUCTION The NATO Information and Communication Agency (NCI Agency) located in The Hague, The Netherlands, is currently involved in the development of joint, new capabilities/services for United Kingdom (GBR) / NCIA / North Atlantic Treaty Organisation (NATO) as well as the support of existing capabilities and services. In the light of these activities, the C2 Centre is looking for an experienced Project coherence administrator. More specifically, the work will support the NCIA Liaison Officer (LO) on Defence Digital (DD) GBR / NCIA joint ventures and provide a deputy focal point within DD, MOD Corsham for NCIA / NATO activities. Further the role will support the NATO Software Tools (NST) Partnership with coordination and Project support. 2 OBJECTIVES The objectives of this statement of work are to: • Support the development and validation of C2 Services Enabling requirements, architectural products and technical specifications; • Support the Alliance Federation information sharing concepts, services and specifications. This includes support to NATO interoperability exercises; • Providing technical support for C2 activities in the area of identity and access management security, Data Management and Message and Information transformation and standardisation. 3. SCOPE OF WORK Under the direction of the NCIA project manager and the embedded NICA / DD LO, the contractor will deliver the following services using Agile methodology: • Provide input and update the GBR BI Weekly Project meeting documentation. • Coordinate UK-NCIA-NST workshops and planning meetings. • Support the embedded LO in development of current and future capabilities and services. • Provide ad-hoc project management / leadership duties (where agreed by the LO). • Provide input to, and coordinate, timetabling / diary activities between themselves and the LO. • Act as the deputy embedded LO in the absence of the LO. The coordination will be carried out accessing remotely the NCIA Reach IT system and the GBR MODNET IT system. 4. DELIVERABLES The SPRINT main deliverables are the following: • Author desk level GBR C2 and Cooperation Project Engagement Reports from formal meetings – fortnightly; • Author OF5-level GBR C2 and Cooperation Project Engagement Reports – monthly; • Follow-up individual actions generated from the engagement reports, providing deliverables in the format specified by the project manager and / or the LO – weekly; • Supporting the LO, establish and maintain contact with the GBR Domains (Maritime, Land, Air, Cyber, Space). Record and update risks, issues, assumptions, dependencies and opportunities (RAIDO). Capture and log in the RAIDO log – monthly; • On direction of the LO support administration for DD (and wider GBR Defence) engagements with NCIA (and where appropriate, wider NATO). Provide LO with updates and collate activities with stakeholders on the DD-NCIA Engagement Matrix – updated as directed by LO. • On direction of NST PM on deliver IKM and meeting planning and liaise directly with NST nations. Provide written briefing material on NST risk/issues as directed by the NST. Support onsite the NST working groups and Partnership committees as directed by NST PM. • As directed deputise for the LO, when he / she is in The Hague or on Temporary Duty (TDY) elsewhere. • Produce a Sprint Report summarising the sprint activities for the month. Advise on further RAIDO which the GBR C2 and Cooperation Project needs to consider. 5. ROLES AND RESPONSIBILITIES The contractor will be part of a team (NCIA project manager, embedded LO, and NCIA Subject Matter Experts (SMEs), etc.) and will work using an Agile and iterative approach using multiple sprints. Each sprint is planned for a duration of one month. The content, scope and acceptance criteria of each sprint will be agreed with the project manager and the embedded LO during the sprint-planning meeting, in writing The collective deliverables, related to the activities mentioned in para.3, and detailed below in para.5, comprise a Sprint of one month duration. They are to be peer-reviewed ahead of the final version for each product being delivered. Direction and guidance on the reporting format (verbal brief, written brief, report, design, specification etc) will be provided by the project manager and the LO. 6. SPRINT PLANNING, EXECUTION, REVIEW AND PAYMENT Due to the AGILE approach of this project, there is a need to define a set of specific arrangements between the NCI Agency and the contractor that specifically defines the deliverables to be provided for each sprint as well as their associated acceptance criteria. This includes sprint planning, execution and review processes, which are detailed below: 1. Sprint Planning: • Objective: Plan the objectives for the upcoming sprints. • 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. • Agree on the required level of effort for the various sprint tasks. • Backlog Review: Review and prioritise the backlog of tasks, issues, and improvements from previous sprints. • Assess each payment milestone cycle duration of 1 calendar month. State of completion and validation of each sprint status and sign off sprints to be submitted for payment as covered in Section 4. • There should be a sprint planning meeting every 4 sprints, that is 4 calendar weeks. 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 project manager’s 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 dashboard or tool 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. 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. 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 Core GIS Senior Service Delivery Manager, listing all the work achieved 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) – (Annex A). • Invoices shall be accompanied with a Delivery Acceptance Sheet (DAS) – (Annex A) 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. 7. PAYMENT MILESTONES 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 project authority. The following deliverables are expected from this statement of work are described below. 2025 BASE: As soon as possible, not later than 18 Aug (tentative) to 31 December 2025 Deliverable: Max 6 sprints (Number of sprints is estimated and will be adjusted based on actual starting date.) Payment Milestones: Upon completion and acceptance of each sprint. 2026 Option: 01 January to 31 December 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 and acceptance of each sprint. 2027 Option: 01 January to 31 December 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 and acceptance of each sprint. 8. SCHEDULE This task order will be active immediately after signing of the contract by both parties. The BASE period of performance is as soon as possible but not later than 18 August (tentative) and will end no later than 22 Dec 25 If exercised the option 2026, the period of performance is 1 Jan – 31 Dec 2026. If exercised the option 2027, the period of performance is 1 Jan – 31 Dec 2027. 9. CONSTRAINTS All the deliverables provided under this statement of work will be based on NCI Agency templates or agreed with the project point of contact. All code, scripts, documentation, etc. will be stored under configuration management and/or in the provided NCI Agency tools. NATO will retain the intellectual property rights for all products developed in relation to this project. 10. SECURITY The security classification of the contract will be "Cosmic Top Secret (CTS)". CTS level is the highest access to NATO classified information given, for the implementation of this project. Services provided under this SOW require a valid NATO CTS security clearance. The expected classification level of the deliverables is NATO Restricted. However, in some particular circumstances it may be decided that a part of the deliverables and the associated work will be classified as NATO COSMIC TOP SECRET (CTS). Services to be provided may require the consultants to access information, as well as CIS systems, classified up to NATO SECRET. Contractor’s personnel providing services under this SOW must have CTS in UK is the DV National equivelent) clearance. 11. PRACTICAL ARRANGEMENTS The majority of the services will be performed at MoD Corsham (access to appropriate NATO and UK digital services required, which are not available elsewhere). Any services provided outside of MoD Corsham will be with the agreement of the relevant Project Lead and / or the Liaison Officer. Extraordinary travel (Purchaser-Directed Travel) may be required to other NATO or non-NATO locations as necessary so agility must be maintained. Travel expenses will be reimbursed separately in accordance with Article 5.5 of AAS Framework Contract. Services under this SOW must be accomplished by ONE contractor. 12. COORDINATION AND REPORTING The contractor shall participate remotely in daily status update meetings, sprint planning, sprint retrospectives and other meetings, physically in the office, or in person via electronic means using Conference Call capabilities, according to project 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 written within three (3) days after the sprint’s end date. The format of this report shall be a short email to the project manager mentioning briefly the work held and the development achievements during the sprint. 13. QUALIFICATIONS [See Requirements] Requirements 13. QUALIFICATIONS The consultancy support for this work requires a project coherence and administrator with the following qualifications: Minimum 5 years knowledge of Defence Digital (DD) Corsham activates (including Commination Information & System (CIS) delivery mechanisms, Support mechanisms, Network compliance) and structure. Hold NATO CTS. Mininmum 5 years experience in working with NATO/NCIA particularly in problem management, assurance of services and Crypto delivery. Proven ability to negotiate with Project teams, chair/administrate and participate in Capability Planning meetings. Knowledge of Microsoft office productivity tools (Office/Excel/PowerPoint). Proven ability to integrate and work in a multinational team. Fluent business English and the ability to present when called upon to do so.