2026-0053 Project Management Implementation Support Services (NS) - THU 7 May

Deadline Date: Thursday 7 May 2026

Requirement: Project Management Implementation Support Services for WP2-Kiosk ITM Recovery Project

Location: 100% on site Braine-l'Alleud, BE and multiple sites within NATO Enterprise (See section 10 Travel)

Full Time On-Site: Yes

Time On-Site: 100%

Period of Performance: As soon as possible but not later than 18th of May 2026 (tentative) until 31 December 2026 with possibility to exercise the following options:

2027 Option: 1st January until 31st December 2027

2028 Option: 1st January until 31st December 2028

Required Security Clearance: NATO SECRET

1 INTRODUCTION

The ITM Recovery project is meant to replace the legacy Automated Information Systems (AIS) NS classification network with a modernized ITM Operational Network (ON) at NS across the NATO Command Structure (NCS). The project structure includes 14 Work Packages. This SOW activity falls under WP2.

The End User Authentication project (WP-2 Kiosk) is divided in two tranches: back-end and front-end. The back-end part entails the installation and configuration of the servers for the PKI Certificates Authorities, to which the front-end will be connected to through the Registration Authorities. The front-end (object of this SOW) entails the distribution, configuration and first user enrollment operations of the Registration Authorities to 32 sites

2 OBJECTIVES

The objective in this SOW is that NCI Agency to receive specialized implementation project management for all the activities of the aforementioned Work Package (WP-2 Kiosk), as defined in the following section.

3 SCOPE OF WORK

ITM Recovery Increment 1 Project is looking for a consultant to provide implementation project management support services in the planning, execution, monitoring and to control activities.

Support will specifically focus on Stakeholder Management up to Command level, Lead WP2- Kiosk Deployment, Personnel management, Planning, Coordinating, monitoring and reporting on project progress; Tracking of sites delivery drafting official communications including letters, progress reports and briefs.

As coordinated with the NCI Agency Point of Contact or delegated staff, the contractor shall provide the following services:

• Tracking, monitoring and reporting on project progress for stakeholders.
• Managing and leading the project implementation deployments at each site for ITM-R WP2-Kiosk.
• Liaison/ coordination with site representatives at all locations prior to deployment and final site acceptance.
• Manage issuance of security cards in line with local and operational requirement
• Manages project funding in line with authorisation and internal governance model.
• Liaise with suppliers/sub-contractors associated with ITM-R project.
• Use’s Prince2 as a project management Governance model.
• Raise Risks and Issue’s accordingly and report to POM for traceability.
• Track all related interdependences and detail and report accordingly.
• Follow all security policy and doctrine across the enterprise.
• Planning and manage technical meetings with project Team and external technical teams.
• Project management reports/status on ad-hoc basis when required.,
• Maintains collaborative project SharePoint site for Kiosk WP2.
• Maintains the documentation configuration baselines and logs; and supports the change management process.

The contractor will lead a project team and will provide services using an Agile and iterative approach during sprints. Each sprint is planned for a duration of 1 month. The content and scope of each sprint will be agreed during the sprint-planning meeting in writing.

Services are to be provided by one resource.

Due to the AGILE approach of this project, there is a need to define a set of specific arrangements between the NCIA 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:

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.

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 one 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.

Sprint Execution:

Objective: Contractor to execute the agreed “sprint plans” with continuous monitoring and adjustments.

Regular meetings between NCIA and the contractor to review sprint progress, address issues, and make necessary adjustments to the processes or production methodology. The Meetings will be conducted physically in the office or remotely with NCIA electronic means, as planned by the POM.

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.

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 NCIA 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.

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 five days after the sprint’s end date. A report must be sent by email to the NCIA service 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 B) including the EBA Receipt number

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

If the contractor fails to meet the agreed Acceptance criteria for any task, the NCIA reserves the right to withhold payment for that task/sprint.

Further, the supplier must conduct the following reviews:

A daily ‘touch point’ between NCIA POC and the supplier’s POC to ensure work is on track

Draft versions of the reports where the supplier’s POC presents the draft report to the customer, with the opportunity for the customer to provide feedback and implement uplifts.

Final versions of the reports where the incumbent presents and delivers the final report to the customer.

4 DELIVERABLES AND PAYMENT MILESTONES

The contractor will deliver the following products:

• Support to deployment of the WP2 Kiosk Solution at all designated sites.
• Support to deployment Teams across ITM-R and all WPs.
• Manage internal/external installation teams within WP2 Kiosk
• Liaise with all sites to arrange access for deployment Teams.
• Establishing and maintaining internal and external contacts with other engineers and military staff concerned with related or similar efforts in Organizations such as Allied Command Operations (ACO), NATO, national Ministry of Defence (MOD), NATO Agencies, and private scientific or industrial organizations.
• Coordination and cooperation with work in other Service Lines and Groups within in Agency
• Manage installation at approved site’s within scope of the project.
• Gain physical sign off from local representatives and Security Officer.
• If required organise retro-fit and commissioning activities per site.
• Develop monthly Project Progress reports, providing an overall view of activities and progress achieved during the previous month;
• Interact with internal and external stakeholders, including Contractors and NATO organization, and maintain the Implementation Communications log

The following are expected from this statement of work:

1) Complete the activities/tasks agreed in each spring meeting as per sections 3 and 4 above.

2) Produce sprint completion reports (format: e-mail update), which include details of activities performed and the list of the deliverables of the week.

3) The contractor will participate in the daily reporting and planning activities (daily stand-ups) as well as the required participation in workshops, events and conferences related to the supported services, as requested by the service delivery manager.

4) Payment schedule will be according to payment milestones upon completion and validation of each sprint and at the end of the monthly milestone, following the acceptance of the sprint