2025-0128 Cloud Service Broker CSB Technical Writer Services NS - THU 24 Apr

NOTE: NATO requires a NONDISCLOSURE UNDERTAKING for this position. The NDU template is available upon request.

Deadline Date: Thursday 24 April 2025

Requirement: Cloud Service Broker (CSB) Technical Writer Services

Location: Brussels BE

Full Time OnSite: Yes

Time OnSite: 100

Period of Performance: 2025 BASE: As soon as possible but not later than 2 JUN 2025 until 31 DEC 2025 with the possibility to exercise following options:

2026 option: from 01 JAN 2026 to 31 DEC 26

2027 option: from 01 JAN 2027 to 31 DEC 27

2028 option: from 01 JAN 2028 to 31 DEC 28

Required Security Clearance: NATO Secret but exceptionally work can start while clearance is in progress

1 INTRODUCTION

To address the complex nature of cloud transformation the NATO Enterprise Cloud Operating Model (NECOM) has been designed to facilitate and harmonize a common approach towards leveraging cloud services across the NATO Enterprise ensuring the effectiveness security compliance and interoperability of all its different cloud environments while maintaining coherence and synchronization with extant capability planning processes. Key elements of NECOM include the Cloud Strategy Group (CSG) and the Cloud Service Broker (CSB) functions.

The CSB function is composed of a multidisciplinary team with expertise extending across the domains necessary to efficiently build and operate cloud services such as technology project management financial management acquisition and legal. NCIA is responsible for implementing the CSB.

To support a the successful implementation of the Cloud Service Broker (CSB) the NCIA Chief Technology Office Cloud Centre of Excellence (CTOCCoE) seeks support provided by a skilled technical writer to manage and produce the key documentation and governance artefacts necessary for CSB implementation. This includes collaboration with strategic leads to ensure accuracy consistency and alignment of documentation with NATO objectives.

2 OBJECTIVES

Provide consultancy services for creating and maintaining the CSB governance framework ensuring clarity traceability and effective stakeholder communication. This role focuses on capturing requirements developing deliverables and ensuring clarity and consistency in documentation.

3 SCOPE OF WORK

Under the direction / guidance of the NCIA Point of Contact or delegated staff the contractor shall provide services as per below:

Support the creation of Request for Proposals (RFPs) to engage industry in cloud implementation

Collaborate with subject matter experts (SMEs) project managers and business development teams to gather relevant technical and business information.

Create the CSB operating model including all required documentation such as Terms of Reference (ToR) RACI matrix Standing Agenda and other governance artefacts.

Capture and document requirements from key strategic stakeholders to develop accurate and comprehensive deliverables.

Support the resolution of challenges related to ToR and RACI alignment by providing clear and actionable documentation.

Collaborate with the CSB Strategy and Alignment Lead to ensure artefacts align with the overarching strategy.

Assist in the development of strategy outputs and longterm planning documents.

Support the rampup of the Cloud Portfolio (a programmatic organisational element of NCIA) by documenting project resource demands and architectural/design alignment requirements.

The contractor will be part of a team and will provide services using an Agile and iterative approach during multiple sprints. Each sprint is planned for a duration of 1 week. The content and scope of each sprint will be agreed during the sprintplanning meeting in writing based on the activities mentioned above.

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 and review processes which are detailed below:

3.1. Sprint Planning:

Objective: Plan the objectives for the upcoming sprint

Kickoff meeting: Conduct a monthly meeting with the contractor to plan the objectives of upcoming sprints and review contractors 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.

3.2. Sprint

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 physically in the office or in person via electronic means using Conference Call capabilities according to the NCI Agency staff 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.

3.3. 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.

3.4. 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 sprints end date. A report must be sent by email to the NCI Agency manager highlighting all work performed against the agreed tasking list set for the sprint.

The contractors 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) including the EBA Receipt number

Invoices shall be accompanied with a Delivery Acceptance Sheet (DAS) 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.

Each sprint has a duration of one week. The content and scope of each sprint will be agreed during the sprintplanning meetings as covered in this section.

4 DELIVERABLES AND PAYMENT MILESTONES

The deliverables expected from the work on this statement of work are described in the tables below.

The Purchaser (NCIA) reserves the right to exercise a number of options of one or more sprints based on the same scrum deliverables at a later time depending on the project priorities and requirements at the following cost: for base year 2025 at the same cost for outer yearsand 2028 the Price Adjustment Formula will be applied in accordance with paragraph 6.5 of the Framework Contract Special Provisions.

The payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet (DAS) (Annex A).

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

4.1 BASE 2025: 02 June 2025 to 31 December 2025

Deliverable: 5 sprints of Technical Writer support.

Payment Milestones: Upon completion of each fourth sprint

4.2 Option 2025: 02 June 2025 to 31 December 2025

Deliverable: 23 sprints of Technical Writer support.

Payment Milestones: Upon completion of each fourth sprint

2028 OPTION: from 01 JAN to 31 DEC

Deliverable: Up to 46 sprints of Technical Writer support.

Cost Ceiling: Price will be determined by applying the price adjustment formula as outlined in CO115786 AAS Special Provisions article 6.5.

Payment Milestones: Upon completion of each fourth sprint

5 COORDINATION AND REPORTING

The contractor shall participate 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 managers 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 sprints 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 sprint.

6 SCHEDULE

The BASE period of performance is as soon as possible but not later than 2nd of June 2025 and ending no later than 31st December 2025.

If theand 2028 options are exercised the period of performance is 01 JAN to 31 DEC of the respective year.

7 CONSTRAINTS

All the deliverables provided under this statement of work will be based on NCIA templates or agreed with the project point of contact.

All the work code scripts documentation etc. will be stored under configuration management and/or in the provided NCIA tools.

All the deliverables of this project will be considered NATO UNCLASSIFIED.

Part of the work may involve handling classified networks therefore a security clearance at the right level is expected for the contractor(s) undertaking this project.

8 PRACTICAL ARRANGEMENTS

The contractor will be required to provide services on site at NCIA Brussels Belgium. Parttime work from home (can be any NATO country) may be allowed if work permits.

The contractor may be required to travel to other sites within NATO for completing these tasks. Travel arrangements will be the responsibility of the contractor and the expenses will be reimbursed in accordance with Article 5.5 of AAS Framework Contract and within the limits of the NCIA Travel Directive.

This work must be accomplished by ONE contractor.

9 QUALIFICATIONS

See Requirements

• Part of the work may involve handling classified networks therefore a security clearance at the NATO SECRET is expected for the contractor(s) undertaking this project.

9 QUALIFICATIONS

The consultancy support for this work requires a resource with the following qualifications:

• The Contractor has strong strategic thinking and problemsolving skills enabling effective navigation of complex organizational challenges.
• The Contractor has proven experience in stakeholder management and alignment including facilitating consensus among diverse groups.
• The Contractor has comprehensive knowledge of governance frameworks such as Terms of Reference (ToR) and Responsibility Assignment Matrices (RACI).
• The Contractor has the ability to anticipate and proactively mitigate potential strategic and operational challenges.
• The Contractor has excellent communication and presentation skills with the capacity to convey complex information clearly to both technical and nontechnical audiences.
• The Contractor has a collaborative mindset and a proven ability to work effectively alongside strategic leads and other stakeholders in a multidisciplinary team environment.
• The Contractor has expertise in programme delivery methodologies and relevant experience in delivering programmes within a broader portfolio context.
• The Contractor is able to speak and write fluent English since the work is conducted in English.
• The Contractor must have the nationality of one of the NATO nations.