2025-0153 Provision of Document Management Services (NS) - TUE 20 May

Deadline Date: Tuesday 20 May 2025

Requirement: Provision of Document Management Services

Location: Mons BE

Full Time OnSite: Yes

Time OnSite: 100%

Period of Performance: 2025 Base: As soon as possible but not later than 02 July 2025 (tentative) 31 December 2025

2026 Option: 01 January 2026 31 December 2026

2027 Option: 01 January 2027 31 December 2027

Required Security Clearance: NATO SECRET

1 PROJECT SPECIFICS

Background

The NCI Agency has been established with a view to meeting the collective requirements of some or all NATO nations in the fields of capability delivery and service provision related to Consultation Command & Control as well as Communications Information and Cyber Defence functions thereby also facilitating the integration of Intelligence Surveillance Reconnaissance Target Acquisition functions and their associated information exchange.

The NATO Communications and Information Agency (NCI Agency) is dedicated to acquiring deploying and defending communication systems for NATOs political decisionmakers and Commands. It operates on the frontlines against cyberattacks collaborating closely with governments and industry to prevent future debilitating attacks. The NCI Agency plays a crucial role in maintaining NATOs technological edge and ensuring the collective defence and crisis management capabilities of the Alliance. In pursuit of our mission we require specialized advisory services to enhance our interim workforce capacity.

Introduction

NIMSC SATCOM Business Unit provides NATO and its Partners with scalable protected secure reliable and integrated SATCOM Services with focus on NATO Operations Crisis Response Missions Exercises and Business Continuity. NIMSC SATCOM has LifeCycle responsibility for SATCOM Capabilities and Services. NIMSC SATCOM offers Capabilities and Services that are designed integrated and tested to operate based on Satellite Communication Technologies accessible from any location on the Globe. NIMSC SATCOM operates the NATO Satellite Communication (SATCOM) Ground Stations in Kester (BEL) Lughezzano (ITA) Atalanti (GRC) Izmir (TUR) Eggemoen (NOR) Costa Da Caparica (PRT) and supports NISRF Sigonella Catania (Italy ).

Problem Statement

Current State: The organization currently uses a combination of legacy platforms including TTComs and a loosely structured SharePoint instance to manage its documentation. These environments suffer from inconsistent practices limited access controls and a lack of standardized processes for document lifecycle management.

Impact: This fragmented approach limits efficiency introduces compliance risks impedes collaboration and challenges the ability to retrieve critical engineering and management information in a timely and secure manner.

End State: The objective is to establish a centralized and wellgoverned SharePoint document management environment. This solution will incorporate rolebased access controls consistent metadata and taxonomy template documentation standards and improved usabilityaligning with NATO policies and best practices.

2 DESCRIPTION OF DELIVERABLES (KEY RESPONSIBILITIES.)

The contractor will provide expert support in the field of document and information management. Responsibilities will include the organization and migration of existing documentation the establishment of a comprehensive governance framework and the development of tools and templates to streamline the documentation process.

Key to this work is the full migration from TTComs and other legacy repositories to SharePoint ensuring that all content is logically structured metadatarich permissioncontrolled and accessible in accordance with NCIA policies.

Tasks and Responsibilities

• Designing and implementing a structured document management system within SharePoint.
• Creating and managing SharePoint libraries metadata schemas and taxonomy models.
• Planning and executing the migration of documents and folder structures from TTComs and legacy SharePoint environments.
• Establishing document access control policies and configuring rolebased permissions.
• Developing document templates for use across engineering and management functions.
• Establishing document lifecycle management workflows (e.g. versioning archiving approvals).
• Providing comprehensive training to users on new procedures templates and SharePoint features.
• Creating and maintaining detailed user manuals and training materials tailored to various user roles.
• Supporting collaboration between technical and program management teams.
• Providing support for audit and compliance reviews.
• Creating dashboards and reporting capabilities within SharePoint.
• Monitoring adoption and proposing continuous improvements.

3 DELIVERABLES

The contractor shall produce the following deliverables:

1. Document Management Strategy governance model scope and implementation roadmap.

2. Migration Plan & Report from TTComs and legacy SharePoint to new environment.

3. Access Control Framework including permission matrix and procedures.

4. Metadata and Taxonomy Design aligned with document types and workflows.

5. Templates Pack reusable templates for key document types.

6. SharePoint Libraries fully structured and populated.

7. Training Package user guides rolespecific user manuals and live training sessions.

8. Progress Reports monthly status updates with KPIs.

9. Final Handover Report system overview and sustainability recommendations.

4 SERVICE KPIs AND PENALTIES

The penalties defined below will apply to the payment amount based on the performance results measured through Annex B Monthly Service Performance Report Acceptance

Performance Objective KPI01: Percentage of documents successfully migrated from TTComs and legacy SharePoint to new SharePoint

Standard: % of Completion

Performance Threshold: 99.9% of the measured period

PENALTY (if under performance threshold): 1%

Method of Report: Monthly Report

Performance Objective KPI02: Implementation of metadata schema taxonomies and libraries

Standard: % of Completion

Performance Threshold: 99.9% of the measured period

PENALTY (if under performance threshold): 1%

Method of Report: Monthly Report

Performance Objective KPI03 was omitted by NATO

Performance Objective KPI04: Number of users trained and actively using the new system

Standard: % of Trained users

Performance Threshold: 99.9% of the measured period

PENALTY (if under performance threshold): 1%

Method of Report: Monthly Report

Performance Objective KPI05: Correct implementation of rolebased access as per the governance framework

Standard: Management Acceptance

Performance Threshold: Management Acceptance

PENALTY (if under performance threshold): 1%

Method of Report: Monthly Report

Performance Objective KPI06: Use of standardized templates across documentation

Standard: Management Acceptance

Performance Threshold: Management Acceptance

PENALTY (if under performance threshold): 1%

Method of Report: Monthly Report

Performance Objective KPI07: Average satisfaction rating from training participants (scale of 1 to 5)

Standard: Survey

Performance Threshold: 3 5

PENALTY (if under performance threshold): 1%

Method of Report: Monthly Report

Performance Objective KPI08: Improvements in documentation practices based on internal maturity assessments

Standard: Maturity Assessment

Performance Threshold: 90%

PENALTY (if under performance threshold): 1%

Method of Report: Monthly Report

5 PAYMENT MILESTONES

1. The payment shall be dependent upon successful acceptance of the Monthly Service Performance Report Acceptance (Annex B) signed by the SATCOM Operations Manager.

2. Invoices shall be accompanied by the Monthly Service Performance Report (Annex B) signed by the SATCOM Operations Manager.

3. Payment schedule will be according to payment milestones upon completion. Upon completion and validation of each milestones and at the end of the monthly milestone following the acceptance of the Monthly Service Performance Report.

Payments will be made according to the following schedule:

BASE 2025 performance 02nd of July 2025 (tentative) to 31 December 2025:

Associated Deliverables: Provision of Document Management Services

Completion Deadlines: 31 Jul 2025 31 Aug 2025 30 Sep 2025 31 Oct 2025 30 Nov 2025 31 Dec 2025

Payment Amount: 1/6 total cost for 2025 per month of ceiling price. (The deadlines split is calculated considering a starting date 1st of July 2025. This will be adjusted based on actual starting date.)

Payment Document: Completion of each milestone will be documented in the Monthly Service Performance Report (Annex B) which will be signed for acceptance by the Station Commander or authorized point of contact and the Contractor. This document will accompany the invoice.

2026 OPTION: 01 JANUARY 2026 TO 31 DECEMBER 2026

Associated Deliverables: Provision of Document Management Services

Completion Deadlines: 31 Jan 2026 28 Feb 2026 31 Mar 2026 30 Apr 2026 31 May 2026 30 Jun 2026 31 Jul 2026 31 Aug 2026 30 Sep 2026 31 Oct 2026 30 Nov 2026 31 Dec 2026

Payment Amount: 1/12 total cost for 2026 per month of ceiling price.

Payment Document: Completion of each milestone will be documented in the Monthly Service Performance Report (Annex B) which will be signed for acceptance by the Station Commander or authorized point of contact and the Contractor. This document will accompany the invoice.

2027 OPTION: 01 JANUARY 2027 TO 31 DECEMBER 2027

Associated Deliverables: Provision of Document Management Services

Completion Deadlines: 31 Jan 2027 28 Feb 2027 31 Mar 2027 30 Apr 2027 31 May 2027 30 Jun 2027 31 Jul 2027 31 Aug 2027 30 Sep 2027 31 Oct 2027 30 Nov 2027 31 Dec 2027

Payment Amount: 1/12 total cost for 2027 per month of ceiling price.

Payment Document: Completion of each milestone will be documented in the Monthly Service Performance Report (Annex B) which will be signed for acceptance by the Station Commander or authorized point of contact and the Contractor. This document will accompany the invoice.

6 PRACTICAL ARRANGEMENT

Place of Performance: The contractor will provide services onsite at NCI Agency in Mons Belgium in designated as Class II Security Area.

Travel Requirement: Travel may be required to other Purchasers locations on exceptional basis. 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.

Hours of Operation: The Contractor is expected to follow the Purchasers working hoursMonday to Thursday from 08h30 until 17h30 and Friday from 08h30 until 15h30.

Reporting: Contractor shall produce Monthly Service Performance Report completion reports (format: email update) which include details of activities performed the list of the KPI completion and penalties if it is applicable.

Safety and Compliance and other arrangement:

• Follow all safety protocols to prevent accidents and injuries.
• Ensure compliance with agency industry standards and regulations.
• Keep uptodate with the latest advancements in SATCOM and networking communication technology used on site.
• The Contractor shall manage and be responsible for all activities mentioned in the Section 2.
• The Supplier shall strive to lower the rotation of Contractors personnel and maintain the same staff Contractor working under this SoW.
• The Purchaser will support the Contractor with access to the IT systems as required.
• The Contractor shall install and operate the equipment following the manufacturers requirements.
• The Contractor shall minimize the impact to the service during the execution of the work.
• The Contractor shall bring immediately to the attention of the Purchaser Point of Contact onsite any issues preventing the execution of the work.

7 SERVICE DELIVERY REQUIREMENTS

See Requirements

7 SERVICE DELIVERY REQUIREMENTS

The Contractor should fulfil the following requirements:

• Security Clearance: The Contractor shall possess valid NATO SECRET Personal Security Clearances for the duration of the Contract performance
• University degree in Information Management Library Science IT or related field or at least 8 years working in the field.
• At least 5 years of professional experience in document management and governance.
• Proven expertise with SharePoint (Online or OnPremise) including permissions metadata workflows and customization.
• Experience working with engineering or technical documentation.
• Strong knowledge of document control standards and lifecycle management.
• Skilled in change management and user training.
• Excellent communication and interpersonal skills.
• Fluent in English (spoken and written).

Desired Qualifications:

• Language Proficiency: English: C1 Local assignment language fluency (Nice to have)
• Background in engineering or familiarity with engineering workflows.
• Previous experience with NATO or similar defense organizations.
• Knowledge of ITIL PRINCE2 or other project/service management frameworks.