2024-0308 Project Implementation Services (NS) - MON 24 Mar RELAUNCH
On site
Braine-L’Alleud, Belgium
Freelance
11-03-2025
Job Specifications
Deadline Date: Monday 24 March 2025
Requirement: Project Implementation Services
Location: Braine L'Alleud, BE
Full Time On-Site: Yes
Time On-Site: 100%
Period of Performance: 2025 Base: 1st May 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
PURPOSE
The purpose of this Statement of Work (SoW) is to describe the Project Implementation services required by the Purchaser.
The NATO Communications and Information Agency (further referred to as "Purchaser") is seeking a qualified Service provider to provide efficient and effective project implementation services (further referred to as the Service) focused on implementation of user equipment and user migration.
BACKGROUND
NATO Digital Workplace Centre (NDW Centre), part of NCIA, provides simple yet innovative solutions that underpin the Digital Transformation of NATO by providing feature-rich Digital Workplace, which enable NATO staff members to connect, communicate, and collaborate.
Personal Workspace service area deliver the following user-facing services to NATO Commands, NATO Force structure and Nations in all 32 Allied Nations:
Windows-based and iOS/iPadOS-based end user device provisioning, management, operation, and lifecycle across multiple separate networks of different classifications and various form factors;
Workstream collaboration including email and instant messaging server backend and client frontend provisioning, management, operation and lifecycle across multiple separate networks of different classifications
The services integrate with other services such as print/scan/copy, voice, video-teleconference (VTC), collaboration portals and enable NATO-specific functional applications higher up the software stack.
NDW Centre and Personal Workspace are contributing to several major projects that are enhancing the Workspace services and leading the user transition of the end users to the new enhanced services at multiple NATO locations. The projects work is organized in Agile/Scrum based approach.
OBJECTIVES
With this SoW, the Purchaser aims to achieve the following objectives:
Support the planning, execution, monitoring and control activities for the assigned projects and work packages in the projects
Lead and contribute to Stakeholder Management, Information and Knowledge Management (e.g. documentation management, SharePoint portals management) in the area of responsibility
Lead and coordinate site implementations as per project schedule
Prepare and present project/work package status updates and briefs
Coordinate and receive guidance from NDW Centre on topics related to the projects/work packages in area of responsibility
To achieve these objectives, the Purchaser is looking for two resources with Project Implementation Managers qualifications.
During performance of the contract, the Contractor personnel will act as part of the Purchaser's project structure(s).
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 person planned for a duration of one calendar month. The detailed tasks in each sprint will be determined at the start of each sprint by the Purchaser's authorized point of contact following the Scope of Work defined herein and project milestones and schedule, and documented in writing.
The SoW covers the following activities and tasks:
Tracking, monitoring and reporting on project progress for various stakeholder reporting
Organizing, preparing, coordinating and managing the project meetings
Documenting the action items in meetings and follows-up with the relevant members of the project team
Lead the administrative coordination of physical meetings with stakeholders, preparing agendas, documentation folder, and the overall organization including social events organization
Providing support in the execution of activities for and in monitoring the execution of project work plans and ensures that project activities are properly and realistically scheduled, monitored and reported
Acting as the documentation custodian for the project; assists in writing reports, official letters and other project related documentation
Reporting to project management team in intervals as requested,
Creates, maintains and improves the project SharePoint libraries, internal and external portals, and project wiki pages;
Manages the permission levels for the project team members to access to the project portals, and provision of support to the project team members in utilization the SharePoint (SP) portal
Maintains the documentation configuration baselines and logs; and implements the change management process for the documentation;
Performs other related duties as required
DELIVERABLES AND PAYMENT
5.1 The following deliverables are expected from this statement of work.
5.2 Complete the tasks agreed in each spring-planning meeting as per sections 3 and 4 above.
5.3 Produce sprint completion reports (format: e-mail update), which include details of activities performed. Specifically, tasks requested for internal activities (traceable), monthly all project overview and status reports, real-time project tracking and visualization via dashboard, calendar overview on upcoming tasks, updates with dates, agendas and materials, overview on communication campaigns.
5.4 Payment Schedule will be at the end of each sprint of four working weeks, following the acceptance of the sprint completion report, delivered within 5 (five) working days of the following month.
5.5 The NCIA team reserves the possibility to exercise a number of options, based on the same scrum deliverable timeframe, at a later time, depending on the project priorities and requirements.
5.6 The payment shall be dependent upon successful acceptance of the sprint report and the Delivery Acceptance Sheet (DAS) - (Annex B) including the EBA Receipt number.
5.7 Invoices shall be accompanied with a Delivery Acceptance Sheet (Annex B) signed by the Contractor and the NCIA POC.
5.8 BASE 2025: PERIOD OF PERFORMANCE 1 May 2025 - 31 DECEMBER 2025
Deliverable 01: Up to 22 sprints of Project Implementation Services
Payment Milestones: Upon completion of each sprint and at the end of the work. Completion of each milestone shall be accompanied documented in a Certificate of Acceptance (Annex A), signed for acceptance by the Purchaser's authorized point of contact and the Contractor.
5.9 OPTION 2026: PERIOD OF PERFORMANCE 01 JANUARY 2026 - 31 DECEMBER 2026
Deliverable 01: Up to 24 sprints (two resources x 12 SPRINTS each) of Project Implementation Services
Cost Ceiling: Price per sprint will be determined by applying the price adjustment formula as outlined in CO...
About the Company
EMW was founded in 1995 by engineers and managers who formerly held senior positions in well known telecommunications and information technology companies to pursue their vision for this new company. Our core business is providing information and communication technology services in the areas of planning, engineering and implementation; project and program management; systems integration; operations and maintenance; and training. Our competencies range over all aspects of inside and outside plant; feeder, access and inter-o... Know more
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