2026-0031 Project Business Change Services for ITM Project (NS) - TUE 5 May

Deadline Date: Tuesday 5 May 2026

Requirement: Project Business Change Services for the ITM Recovery Project.

Location: Braine-l'Alleud, BE

Full Time On-Site: No

Time On-Site: 50%

Period of Performance: As soon as possible but not later than 10 June 2026 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 Increment 1 (ITM RC1) project will replace the legacy Automated Information Systems (AIS) NS classification network with a modernized ITM Operational Network (ON) at NS in a private cloud across the NATO Command Structure (NCS). The project structure includes 14 Work Packages, organized in 4 pillar teams with about 30 people interacting daily with each other and externally too.

This BCM task fall under WP01 including communications and Benefits Management.

2 OBJECTIVES

The objective in this SOW is the NCI Agency to receive specialized support as defined below:

ITM RC1 Awareness / Communications

• Awareness campaign - is required to engage with External and Internal stakeholders. This includes internal Agency stakeholders: Business Areas (BA)s, Service Owners (SO), Service Delivery Managers (SDMs), CIS Support Units, and Enterprise Service Operations Centre (ESOC).
• Stakeholder Coordination - coordination of awareness material (presentation slides, Questions and Answers, awareness video production), with relevant stakeholders.
• Work with Subject Matter Experts (SMEs) – to support the production of promotional video(s), and other awareness/ communication material and best practice.
• Organizational Change Management (OCM) – Coordination and alignment of the awareness activities with the ITM-RC1 implementation impacts including organizational / transformational change.
• ITM RC1 Project to Service Handover / Takeover (HOTO) transition – Coordination of system / service artefacts production and storage in support of HOTO achievement.

3 SCOPE OF WORK

ITM RC1 Project is looking for the provision of services to support the ITM-RC1 Business Change Management (BCM) pillar. Duties will focus on activities to deliver the objectives listed above.

Under the direction / guidance of the Business Change Manager (BCM) or delegated staff, the Contractor is required to provide services as follows:

3.1 Awareness Campaign

• Create an Awareness Campaign Plan to engage with stakeholders related with the ITM-RC1 Project and its impact. Stakeholder details will be provided by the ITM-RC1 Project team.
• Coordinate the awareness campaign and provide the artefacts (slides deck, feedback, questions to be addressed, promotional video(s), etc.), and ensure the artefacts are maintained on the Agency portal
• Promotional video production – Support the development of creative concepts, and visions that resonate with target audiences while meeting ITM-RC1 objectives.
• Supporting meeting, taking minutes, documenting the action items and follow-ups with the relevant members of the project team and external contributors.
• Coordinate with internal Agency stakeholders: Business Areas (BA)s, Service Owners (SO), Service Delivery Managers (SDMs), CIS Support Units, and Enterprise Service Operations Centre (ESOC).

3.2 Organizational Change Management

• Support the OCM activities of the project, by providing current and future workflow analyses, transition approaches and corresponding communication plans.
• Follow the ITM-RC1 implementation plan and progress and adapt accordingly the OCM activities.
• Ensure the awareness tasks (3.1) are aligned with the OCM work and vice versa.

3.3 ITM-RC1 Handover/ Takeover (HOTO) Reporting

• Support the project to service HOTO transition
• Coordination and collection of Project / System / Test / Service artefacts required to achieve HOTO
• Tracking, monitoring and reporting on project progress in coordination with the PIM pillar.
• Weekly - reporting on progress made per week.
• Monthly - reporting on progress against the overall execution plan, artefact delivery and storage on the Project Portal.
• Performs other related duties that are associated with the above BCM role, as required.

The Contractor will be part of a team and will provide services using Agency tools and reporting. This will be weekly quick meetings to track progress and more asynchronous meetings based on deliverables for the areas identified above (Video production, Awareness Campaign, Organizational Change and HOTO transition).

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 the duration of Contract. This includes planning, execution and review processes, which are detailed below:

3.4 Sprint Planning

Objective: Plan the objectives for the upcoming sprint, as a part of the overall plan.

Kick-off meeting: The Contractor shall conduct a monthly meeting with the ITM-RC1 POC to plan the objectives of upcoming months 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 monthly meeting minutes.

Agree resourcing: Agree on the required level of effort for the various monthly tasks.

Backlog Review: Review and prioritise the backlog of tasks, issues, and improvements from previous months.

Payment Assessment: Assess each payment milestone cycle duration of one calendar month. State of completion and validation of each monthly status and sign off monthly to be submitted for payment as covered in Section 4.

3.5 Sprint Execution

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

Weekly meetings: Between ITM-RC1 POC 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 BCM.

Continuous improvement: The Contractor shall establish a continuous feedback loop to gather input from stakeholders for ongoing improvements and their subsequent implementation depending on NCIA approval.

Progress Tracking: The Contractor shall use a shared dashboard or tool to track the status of the month deliveries and any issues.

Quality Assurance/Quality Check: The Contractor shall ensure that the quality standards agreed for the month deliverables are maintained throughout the month.

Quality Control: NCIA to perform the Final Quality Control of the agreed deliverables and provide feedback on any issues.

3.6 Sprint Review

Objective: Review the monthly performance and identify areas for improvement.

At the end of each month, there will be a meeting between the NCIA and the Contractor to review the outcomes against the acceptance criteria comprising monthly goals, agreed quality criteria and Key Performance Indicators (KPIs).

Define specific actions to address issues and enhance the next sprint.

3.7 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 previous sprint review meeting and then in writing within five days after the month’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 month.

The Contractor's payment for each sprint will be depending upon the achievement of agreed Acceptance Criteria for each task, defined at the month planning stage. This will include specific delivery targets, quality standards as well as Key Performance Indicators (KPIs) for each task/ sprint.

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) including the EBA Receipt number

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 NCIA reserves the right to withhold payment for that task/sprint.

At the end of the project, the Contractor shall provide a Project Closure Report that summarizes the activities under taken and completed during the period of performance at high level.

4 DELIVERABLES AND PAYMENT MILESTONES

The consultant will deliver the following products:

• All identified products and reporting as identified in the sprint planning
• Meetings minutes, including agendas, documentation populated in the identified portal folders.
• Tracking, follow up and reports on the previous deliverables

IKM

• Updates to the Customer SharePoint Portal, to include with the above products, minutes, action lists, slide decks, etc.;
• Uploads and updates to project documentation; documentation configuration baselines and logs; reports, official letters and other project documentation, including contractual artefacts;
• Documentation change management process ; support documentation, templates
• Enter/update data in SharePoint, JIRA.

Reporting

• Tracking, monitoring and reports on project progress, based on data that NCIA will provide.
• Reporting using Microsoft applications (mainly Excel, Word, etc.)
• Reporting to project management team in intervals as requested.

The following are expected from this statement of work:

1) Completion of the activities/tasks agreed in each sprint meeting as per section 3 above, and associated deliverables.

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, meetings, 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 of each month. Upon completion and validation of each sprint and at the end of the monthly milestone, following the acceptance of the sprint report.

5) The NCIA team reserves the possibility to exercise options, during the same scrum deliverable timeframe, at a later time, depending on the project priorities and requirements.

6) The payment shall be dependent upon successful acceptance of the month report and the delivery acceptance sheet (das) – (annex a) including the EBA receipt number.

7) Invoices shall be accompanied with a delivery acceptance sheet (annex a) signed by the contractor and the NCIA POC

2026 BASE: PERIOD OF PERFORMANCE: 10 JUNE 2026 TO 31 DECEMBER 2026

Deliverable: Up to 7 sprints (Number of sprints is estimated and will be adjusted based on actual starting date.)

Payment Milestones: Upon completion of each sprint acceptance.

2027 OPTION: PERIOD OF PERFORMANCE 01 JANUARY 2027 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 of each sprint acceptance.

2028 OPTION: PERIOD OF PERFORMANCE 01 JANUARY 2028 TO 31 DECEMBER 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 acceptance.

Coordination and reporting

1. The Contractor shall participate in daily status update meetings, planning meetings, and other meetings, physically in the office, or in person via electronic means using Conference Call capabilities, according to project manager’s instructions.

2. For each report to be considered as complete and payable, the Contractor must report the outcome of his/her work during the reporting period, first verbally during the specific meeting and then in written within three (3) days after the reporting period’s end date. The format of this report shall be a short email to the NCIA Point of Contact mentioning briefly the work held and the development achievements during the month.

2.1. The Contractor shall organize and/or participate in Project meetings, or any other ITM meetings when asked by the PO, physically in the office or in person via an electronic means according to project manager’s instructions.

2.2. The Contractor shall agree weekly with the PO a schedule of work, products and delivery dates, which will form the basis of the monthly deliverables report.

2.3. The monthly deliverables report will support the monthly invoicing.

Purchaser Furnished Equipment

3. Purchaser will provide to the Contractor staff standard IT work position setup to allow access to the necessary networks, IT systems and tools.

4. The Contractor staff shall follow Purchases policies, procedures and take due care of the Purchaser furnished equipment.

5. Access to relevant environments and licenses to commercial third-party libraries required to perform the contract will be provided by NCIA.

6. At the end of the project, the Contractor shall provide a Project Closure Report that is summarizing the activities during the period of performance at high level.

5 SCHEDULE

It is expected the service starts as soon as possible but no later than 10 June 2026 and ending no later than 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

6 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.

7 SECURITY

Delivering services under this SoW requires a valid NATO SECRET security clearance.

Any resource proposed for this SOW requires valid NATO SECRET security clearance prior to the start of the engagement.

All the deliverables of this project will be considered NATO UNCLASSIFIED or NATO RESTRICTED, and access to the NCIA Business networks will be required.

8 PRACTICAL AARRANGEMENTS

The Contractor will be required to work at least 50% on site NCI Agency Braine-L'Alleud (BEL).

NCIA Recognised Business hours: Monday to Thursday 0830 – 1700 and Friday 0830 – 1500 (CET)

Contractor Furnished Services: The Contractor will be provided with a Reach Laptop and access to information required to perform the contract.

Access to relevant environments and licenses to commercial third-party libraries required to perform the contract will be provided by NCIA.

The work depicted in this SOW is expected to be carried by a SINGLE RESOURCE.

9 TRAVEL

The Contractor will in principle not be required to travel often. Travel to the other main NCI Agency locations (Mons (BEL), Brussels (BEL), The Hague (NED) and other sites within NATO will be required to complete these tasks. This travel is anticipated 12 times annually.

This Task Order requires scheduled travel as detailed in this Section, consisting of up to 12 visits to Mons, Brussels and The Hague (1 per month) for a maximum of 3 working days each visit. The travel, lodging and associated expenses for travel are included in the price of the bid (NTE), such that the purchaser shall not be invoiced.

Extraordinary Travel (Purchaser Directed Travel) may be required to other NATO or non-NATO locations as necessary. In the event of such unforeseen meetings being called, the cost of all travel and subsistence will be addressed through a contract amendment.

Extraordinary Travel expenses will be reimbursed in accordance with Article 5.5 of AAS+ Framework Contract. Such costs will be set as a separate PO line with a not to exceed value to cover and reimburse of actual expenses upon submissions of all receipts and invoices in line with NCIA processes.

10 CONTRACTOR’S PROFILE REQUIREMENTS

[See Requirements]

7 SECURITY

• Delivering services under this SoW requires a valid NATO SECRET security clearance.

10 CONTRACTOR’S PROFILE REQUIREMENTS

This position requires SME and administrative skills. For the execution of this contract, the following qualifications/ experience is required together with at least 3 years of experience:

Subject Matter Expertise (SME) in:

• Creative concepts that will meet the ITM-RC1 project business objectives and resonates with the diverse internal and external audience.
• Specifically targeted to video production and communication material in support of organizational change and awareness campaign for large organizations.
• Experience in producing communications dashboards with progress and benefits will be considered an asset
• At least three (3) years' experience in Awareness campaigns & supporting video creation
• At least three (3) years' experience in organisational change/ transformational projects.

Administrative:

• Proficiency and experience in taking meeting minutes and draft comprehensive summaries.
• Proficiency and experience in managing Microsoft SharePoint portal;
• At least five (5) years' experience in project management support
• Good Knowledge of project management principles, practices and procedures.
• Proficiency in the use of Microsoft Office Suite.
• Thorough knowledge of the English language, both written and spoken, is essential; with ability to write concise texts / instructions for different audience;
• Ability to establish and maintain effective working relationships with stakeholders with positive attitude