2025-0184 Logistics and Asset Management Support Services (NS) - FRI 13 Jun

Deadline Date: Friday 13 June 2025

Requirement: Provision of Logistics Support (Logistics and Asset Management) Services

Location: Brussels BE

Full Time On-Site: Yes

Time On-Site: 100%

Period of Performance: 2025 BASE: starting date 21st July 2025 31st December 2025 with possibility to exercise the following options:

2026 Option: 1st January 2026 until 31st December 2026

2027 Option: 1st January 2027 until 31st December 2027

Required Security Clearance: NATO SECRET

1 INTRODUCTION

NCIA CSU BRU

To strengthen the Alliance through connecting its forces the NCI Agency delivers secure coherent cost effective and interoperable communications and information systems in support of consultation command & control and enabling intelligence surveillance and reconnaissance capabilities for NATO where and when required. It includes IT support to the Alliances business processes (to include provision of IT shared services) to the NATO HQ the Command Structure and NATO Agencies.

The Directorate of CIS Support Units (DCSU) is responsible to manage deliver and maintain assigned Communications and Information System (CIS) products and services for the Agencys customers including NATO Headquarters (NHQ) the NATO Command Structure (NCS) NATO Force Structure (NFS) Nations and internal Agency users. DCSU provides liaison planning and coordinating functions for Alliance Missions Operations and Exercises. Services are delivered in coordination with the Enterprise Service Operations Centre (ESOC) and Agency Service Lines/Service Centres under the Enterprise Service Delivery Model (ESDM).

NCI Agency CIS Support Unit (CSU) Brussels located in Brussels (BEL) is the primary Information Communications and Technology (ICT) service provider for 24/7 support to the Secretary General the International Staff (IS) the International Military Staff (IMS) and other Customers in the NATO Headquarters in Brussels. CSU Brussels enables end-to-end CIS services as it installs operates maintains and supports the full range of CIS capabilities during peacetime crisis and war throughout its allocated Area of Responsibility (AOR) and as otherwise directed.

2 OBJECTIVES

The main objectives of this statement of work can be summarized as follows:

Support end to end CIS logistics services for CSU Brussels and external customers;

Maintain Property accounting records in accordance to NCI Agency regulations.

3 SCOPE OF WORK

Under the direction and guidance of Section Head the services provided will be supporting the following activities:

Maintaining of NCI Agency CIS Assets Property Accounting Records within CSU AoR in LOG database;

Enabling Customer requirements within Service Level Agreements (SLA);

Supporting Annual Inventory Inspections in close cooperation with LOG staff and Account Holders within CSU AoR;

Processing Requisition Receipt Storage Distribution Exchange Movement and Disposal of CIS Assets within the CSU AoR;

Cooperating with technicians to ensure that the correct CIS equipment is requested to satisfy the users requirement;

Monitoring the process of deliveries/shipments of goods/services to/from Warehouse checking for quantity and quality labelling issuing to End-of-User;

Liaising closely with internal LOG Section Head and LOG staff and providing assistance as required;

Work on own initiative with limited supervision;

Assist his/her superiors and recommend solutions;

Perform other duties as may be required.

The measurement of execution for this service is sprints with each sprint planned for a duration of 1 week.

The content and scope of each sprint will be agreed in writing during the sprint-planning meeting based on the activities mentioned above.

It is expected that ONE resource is providing the above services.

The contractor will provide the service on-site at NATO HQ Brussels.

The contractor will provide services during NATO HQ working hours.

4 DELIVERABLES AND PAYMENT MILESTONES

The following deliverables are expected from this statement of work:

1. Complete the activities/tasks agreed in each sprint meeting as per sections 2 and 3 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.

Payment Schedule will be according to payment milestones upon completion of 4 consecutive sprints.

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

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.

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

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

The following deliverables are expected from the service on this statement of work:

2025 BASE: 21 July 2025 to 31 December 2025:

Deliverable: 25 sprints of Provision of Logistics Support (Logistics and Asset Management) (Number of sprints is estimated. This will be adjusted based on actual starting date.)

Payment Milestones: Upon completion of each fourth sprint and at the end of the service. Completion of each milestone shall be accompanied documented in Delivery Acceptance Sheet (DAS) (Annex B) signed for acceptance by the Purchasers authorized point of contact and the Contractor

Subject on actual requirements contractor performance and available funding the Purchaser reserves the right to exercise optional sprints for 2025 at a later time within the same scope and cost.

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

Invoices shall be accompanied with a DAS signed by the Contractor and Purchasers authority

2026 OPTION: 01 January 2026 to 31 December 2026

Deliverable: 46 sprints of Provision of Logistics 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 and at the end of the service. Completion of each milestone shall be accompanied documented in Delivery Acceptance Sheet (DAS) (Annex B) signed for acceptance by the Purchasers authorized point of contact and the Contractor

2027 OPTION: 01 January 2027 to 31 December 2027

Deliverable: 46 sprints of Provision of Logistics 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 and at the end of the service. Completion of each milestone shall be accompanied documented in Delivery Acceptance Sheet (DAS) (Annex B) signed for acceptance by the Purchasers authorized point of contact and the Contractor

5 COORDINATION AND REPORTING

The Contractor shall deliver services 100% on site at NCI Agency Brussels Belgium.

At the NCI Agency or other NATO sites the highest level of classification that contractor may need to access is NATO SECRET (NS). As a result of this contractor must hold a valid NATO SECRET Security Clearance.

The contractor shall report to the Resource Management Officer within IT Asset Management Team. The contractor shall participate in weekly status update meetings activity planning and other meetings as instructed physically in the office or in person via electronic means using Conference Call capabilities according to the Team Leaders instructions.

For each sprint to be considered as complete and payable the contractor must report the outcome of his/her service 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 service held and the development achievements during the sprint.

6 SCHEDULE

This task order will be active immediately after signing of the contract by both parties.

It is expected the service starts on 21st July 2025 and ending no later than 31st December 2025.

If the 2026 option is exercised the period of performance is 01 st January 2026 to 31 st December 2026.

If the 2027 option 1 is exercised the period of performance is 01 st January 2027 to 31 st December 2027.

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 support maintenance documentation and required code will be stored under configuration management and/or in the provided NCI Agency tools.

All developed solutions tools and code under this project will be property of the NCI Agency.

8 SECURITY

The performance of these services require a valid NATO SECRET security clearance.

The expected classification level of the deliverables is up to NATO SECRET.

The execution of the services may require the consultants to access information as well as CIS systems classified up to NATO SECRET.

9 PRACTICAL ARRANGEMENTS

This is a deliverables-based contract.

The contractor will be required to provide the service 100% on-site at NCIA NATO Headquarters Brussels - Belgium. Exceptional off-site activities to support service delivery can also be arranged with the line managers coordination and approval.

The services will be provided during normal office hours following the NCIA Brussels calendar.

NCIA will provide access to relevant networks and resources as required by the project.

The work depicted in this SOW is expected to be carried by a single contractor.

Contractor will be part of the NCIA CSU Brussels Logistics Section.

10 TRAVEL

There may be requirements to travel to other sites within NATO for completing these tasks.

Travel costs are out of scope and will be borne by the NCI Agency separately in accordance to the provisions of the AAS Framework Contract.

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.

11 QUALIFICATIONS

See Requirements

8 SECURITY

• The performance of these services require a valid NATO SECRET security clearance.

11 QUALIFICATIONS

The consultancy support for this service requires a Logistics Support contractor with the following qualifications:

1) Essential qualifications:

• Higher vocational training in a relevant discipline with 2 years post-related experience or a secondary educational qualification with 4 years post-related experience;
• Vocational Training in Supply Logistics or Supply Chain Management;
• Proven understanding of Asset Acquisition procedures;
• Proven ability to cooperate and advise on the technical aspects of ICT equipment;
• Practical experience in the use of working with ORACLE ERP Logistics and Asset management modules;
• Experience in activities which involve the provision of adminitrative assistance to compile verify record and process forms and documents in accordance with NCI Agency directive/guidance;
• Knowledge of NATO CIS assets regulations and local logistics regulations for NATO HQ.

2) Desirable qualifications:

• Practical experience in the use of NATO resource management tools;
• Knowledge and proven experience in the use Oracle Business intelligence for Logistics or Microsoft Power BI;
• Prior experience of working in an international environment comprising both military and civilian elements;
• Knowledge of NATO responsibilities and organization including ACO and ACT.