2025-0182 Atlassian Confluence Content Development and Mgmt (NS) - WED 6 Aug

Deadline Date: Wednesday 6 August 2025

Requirement: Atlassian Confluence Content Development and Management

Location: 50% onsite in Mons BEL and 50% onsite in Braine lAlleud BEL

Full Time On-Site: Yes

Time On-Site: 100%

Period of Performance: 2025 BASE: As soon as possible but not later than 8 September 2025 until 22 December 2025 with the possibility to exercise following options:

2026 Options: 01 January 2026 until 31 December 2026

2027 Options: 01 January 2027 until 31 December 2027

2028 Options: 01 January 2027 until 31 December 2028

Required Security Clearance: NATO SECRET

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 Cyber Security Centre (NCSC) is a team of over 200 members working to monitor and protect NATO the NCSCs role to deliver robust security services to the NATO Enterprise and NATO Allied Operations and Missions (AOM) the centre executes a portfolio of programmes and projects around 219 MEUR euros per year in order to uplift and enhance critical cyber security services. The Portfolio ranges from Programme of Work (POW) activities funded via the NATO Military Budget (MB) to Critical / Urgent Requirements (CURs/URs) and NATO Security Investment Programme (NSIP) projects funded via the Investment Budget (IB). In some edge cases projects are also funded via the Civilian Budget (CB). Projects can span multiple years and are governed by various frameworks including the Common Funded Capability Development Governance Framework (CFCDGM).

In order to execute this work the NCI Agency is seeking industry assistance to develop and maintain content in a dynamic matter in Atlassian Confluence.

1. PURPOSE

The NCSC is responsible to defend NATO networks on a 24/7 basis. The purpose of the work package is to provide support to NATO Cyber Security Centre (NCSC) in organizing information and do content management in 2 Atlassian Confluence instances on 2 separate networks. The instances are heavily customized and integrated with other tools like Atlassian JIRA and Microsoft Sharepoint.

2. SCOPE OF WORK

The aim of this SOW is to support NCSC with technical expertise specifically related to the information architecture information and content management and integration of information with other capabilities.

For the provision of consistent support and the execution of the task NCIA will get subject matter expertise from the industry with a service (deliverable based/completion type) based AAS framework contract in the delivery of requested capability.

Under the direction / guidance of the NCSC Point of Contact the proposed contractor personnel will be the part of the NCSC Team supporting the following activities:

1) Provide expert advice on Information and knowledge management using Atlassian Confluence product:

a) During and outside Information and Knowledge Management Steering Group (IKM SG)

b) To the NCSC team

c) To all end-users requiring assistance in the domain

2) Together with the NCSC team actively participate in the sprints for Information management content creation process automation and integration:

a) Provide the expert-advise assessment on the best means to achieve the user requests taking the integration aspects into account

b) Develop and implement the content on test and production environments

c) Report time spent and solution implemented (using Atlassian JIRA)

3) Ensure content coherency between the 2 confluence platforms:

a) A data-diode exist to pass information between one instance to the other instance

b) The opposite data transfer must happen via a PFE authorised USB stick

c) The contract will ensure synchronized information on a daily basis.

4) Assist in Atlassian products maintenance and patching on all instances:

a) Including proactive maintenance scheduled maintenance emergency patching and any other disaster recovery business continuity or support to cyber incident response activities in which the instances are involved or affected

5) Documentation:

a) Document configuration and changes: Keep up-to-date documentation of all configurations baselines troubleshooting procedures

b) Keep a lessons learnt document

6) User access Management:

a) Review the list of users with access to the security solution

b) Verify that only the required users have access to the instances

c) Coordinate with the Tool Managers and CIS Security Officer any issue with the User access management

7) Automation and Scripting:

a) Improve processes efficiency: Identify areas where automation could reduce manual intervention and improve operational efficiency

The measurement of execution for this work is sprints with each sprint planned for a duration of 5 working days.

Due to the AGILE approach of this project 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 each sprint as well as their associated acceptance criteria. This includes sprint planning execution and review processes which are detailed below:

Sprint Planning:

Objective: Plan the objectives and deliverables for the upcoming sprint;

At the start of each sprint a sprint planning meeting will be conducted with the contractor to discuss and plan the objectives and deliverables of the upcoming sprint;

Define clear achievable objectives for the sprint and associated acceptance criteria including specific delivery targets and quality standards for each task to be recorded in the sprint planning meeting minutes.

Agree on the required level of effort for the various sprint tasks.

Backlog Review: Review and prioritize the backlog of tasks issues and improvements from previous sprints.

Assess and validate the status of completion of the previous sprint and sign off sprints to be submitted for payment.

Sprint Execution:

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

Regular meetings: The contractor shall participate in daily status update meetings to review sprint progress to address issues and to make necessary adjustments to the processes or objectives. Those sprint meetings will be via electronic means using Conference Call capabilities at 0900 Brussels time. or via a physical meeting in the office.

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

Progress Tracking: The Contractor shall track and share the status of the sprint deliveries and any risks / issues.

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

Quality Control: NCIA will perform the quality control of the agreed deliverables and provide feedback on any issues.

Sprint Review:

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

At the end of each sprint there will be a meeting to review the deliverables and outcomes against the acceptance criteria.

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

Sprint Payment:

Progress on the above deliverables will be checked and approved on a per sprint basis.

For each sprint to be considered as complete and payable the contractor must report the outcome of their work during the sprint captured into Atlassian JIRA tool. JIRA will be used as the base to deliver a report via email to the NCIA Point of Contact mentioning briefly the work performed and the development achievements during the sprint against the agreed tasking list set for the sprint.

The payment of each sprint will be depending upon the achievement of agreed acceptance criteria for each task defined at the sprint planning stage.

If the contractor fails to meet the agreed acceptance criteria for any task the NCIA reserves the right to withhold (partial) payment for that sprint.

Invoices shall be accompanied by a Delivery Acceptance Sheet (DAS) signed by the contractor and the project manager and shall follow the payment milestones.

3. DELIVERABLES AND PAYMENT MILESTONES

The following deliverables are expected from the work on this Statement of Work:

1) Complete the activities/tasks agreed in each sprint meeting as per section 2 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.

3) The contractor will participate in the daily reporting and planning activities (daily stand-ups) as well as the required participation in workshops events and conferences related to the supported services as requested by the service delivery manager

4) Payment schedule will be according to the payment milestones upon completion of the respective sprint. Upon completion and validation of each sprint and at the end of the monthly milestone following the acceptance of the sprint report

5) The Purchaser (NCIA) reserves the right to exercise a number of options of one or more sprints based on the same 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 following years (2026-2028) the Price Adjustment Formula will be applied in accordance with paragraph 6.5 of the Framework Contract Special Provisions

6) The payment shall be dependent upon successful acceptance of the sprint report and the Delivery Acceptance Sheet (DAS) (annex B)

7) Invoices shall be accompanied with a Delivery Acceptance Sheet (annex B) signed by the contractor and the NCIA POC

2025 BASE: 8 September 2025 22 December 2025:

Deliverable: 18 sprints

Payment Milestones: Upon completion of 4 consecutive sprints (and at the end of the work).

Options: 01 January 31 December

Deliverable: Up to 46 sprints

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 4 consecutive sprints (and at the end of the work).

4. COORDINATION AND REPORTING

The contractor shall participate in daily status update meetings activity planning and other meetings as instructed physically in the office or in person via digital means using conference call capabilities according to the managers / team leaders 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 NCI Agency Project Manager mentioning briefly the work held and the development achievements during the sprint.

The Contractor shall deliver services onsite 50% in Mons BEL and 50% in Braine LAlleud BEL. At both locations the highest level of classification that the contractor personnel may need to access is NATO SECRET (NS). As a result this contractor must hold a valid NATO SECRET Security Clearance.

The contractor shall report to NCSC Inform Branch Head.

The Contractor shall participate in monthly status update meetings and other meetings physically in the office or in person via electronic means using Conference Call capabilities according to service delivery 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 as captured into Atlassian JIRA and then in writing within five (5) working days after the sprints end date. A report in the format of a short email shall be sent to NCI Agency POC briefly mentioning the work held and the achievements during the sprint.

The work will be conducted during normal office hours following the NCIA Braine LAlleud calendar.

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

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

The 2025 BASE period of performance is as soon as possible but not later than 8 September 2025 and will end no later than 22 December 2025.

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

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

If the 2028 option is exercised the period of performance is 01st January 2028 to 31st 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 documentation etc. will be stored under configuration management and/or in the provided NCI Agency tools.

7. SECURITY AND NON-DISCLOSURE AGREEMENT

It is mandatory to have the candidate be in possession of a NATO SECRET security clearance to facilitate follow-on engagements and coordination at NATO venues.

The signature of a Non-Disclosure Agreement between the contractor contributing to this task and NCIA will be required prior to execution.

8. PRACTICAL ARRANGEMENTS

The contractor will be required to work approximately 50% onsite in Mons / BEL and 50% onsite in Braine lAlleud/BEL as part of this engagement. The NCSC Team is located in both locations with working hours to be adjusted accordingly. The cost for commuting to these locations will be included in the bid price.

Two travels per month to NATO HQ in Brussels BEL will occur. These travels are also to be included in the bid price.

For any other travel:

The contractor may be required to travel to other NATO locations as part of his role.

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.

The contractor will be required to work within a NATO country following the rules and regulations applicable for the operations of NATO CIS.

This work must be accomplished by ONE contractor.

The Purchaser will provide the contractor with the following Purchaser-Furnished Equipment (PFE):

Access to NATO sites as required for the purpose of executing this SOW.

Workspace (needed business IT for both on- and off-site work hot-desk at NCSC facility).

NCIA REACH laptop to be used by the contractor for the execution of the contract.

9. REQUIRED QUALIFICATIONS

See Requirements

10. DESIRABLE PROFILE

See Requirements

7. SECURITY AND NON-DISCLOSURE AGREEMENT

• It is mandatory to have the candidate be in possession of a NATO SECRET security clearance to facilitate follow-on engagements and coordination at NATO venues.

9. REQUIRED QUALIFICATIONS

• Extensive experience (5 years) in creating and managing content in Atlassian Confluence.
• Fluent in creating and implementing taxonomies in Atlassian Confluence environment
• Strong experience (5 years) in dynamic content management and integration between Atlassian JIRA and Confluence
• Strong experience (5 years) in managing metadata in Atlassian confluence Office and PDF documents and Microsoft Sharepoint
• Strong understanding of the inner working of Atlassian confluence instances including at database level
• Strong Experience (5 years) in scripting with Scriptrunner and Python.
• Experience with the management of Linux servers (preferably RedHat).
• Experience in interfacing with IT Service / Change Management.
• Extensive experience (5 years) with troubleshooting of complex software and IT infrastructure issues; from the source code to the network and database layer.
• The need to take ownership of tasks and wish to accomplish them to the end.

10. DESIRABLE PROFILE

The candidate should also ideally have knowledge and experience in the following areas:

• Software development background
• Experience in working with NATO.
• Experience of working with NATO Communications and Information Agency.
• Experience of working with national Defence or Government entities.