2025-0305 LCCM Process Automation using Camunda (NS) WED 15 Oct

Deadline Date: Wednesday 15 October 2025

Requirement: LCCM Process Automation using Camunda

Location: The Hague NL

Full Time On-Site: Yes (See 7 PRACTICAL ARRANGEMENTS)

Time On-Site: 100%

Period of Performance: 2025 BASE: As soon as possible but not later than 10 NOV 2025 until 31 DEC 2025 with the possibility to exercise following options:

2026 option: from 01 JAN 2026 to 31 DEC 2026

2027 option: from 01 JAN 2027 to 31 DEC 2027

2028 option: from 01 JAN 2028 to 31 DEC 2028

Required Security Clearance: NATO SECRET

1 INTRODUCTION

To strengthen the Alliance through connecting its forces the NCI Agency mission is to deliver secure coherent cost effective and interoperable communications and information systems (CIS) in support of consultation command & control and enabling intelligence surveillance and reconnaissance capabilities for NATO where and when required. These CIS services are delivered to a wide range of customers in a geographically dispersed environment. Managing these services in a timely manner with appropriate orchestration and execution is essential in that respect.

In support of its mission NCI Agency has implemented Life Cycle Configuration Management (LCCM). It will support the establishment and maintenance of an enterprise Digital Thread and facilitate true Digital Twins of the Agencys Portfolio (acquired or organically developed products) from conception to retirement by providing effective and efficient Configuration Management (CM) processes enabled by a Product Life Cycle Management (PLM) Platform (Aptean PLM).

The scope of this SOW covers the LCCM Process Automation and Information Exchange with other third party tools using the Camunda Application on the NATO Restricted Domain and potentially in the future the NATO Secret Domain.

In the scope of this document Contractor means the legal entity awarded the Contract and Purchaser the legal entity awarding the contract.

That work shall be performed in compliance with the available purchasers procedures listed in the references.

OBJECTIVES

The objective of the Professional Services are:

To ensure a continuous stable and secure operations of the Camunda Platform.

To provide timely maintenance support and incident resolution

Implement system improvements and enhancements as required

Facilitate seamless data exchange and process automation between the PLM Platform and other business applications through the development of workflows.

2 SCOPE OF WORK

Under the direction / guidance of the local NCIA Point of Contact for LCCM the contractor will support the following activities:

1) Operations and Maintenance (O&M)

• The Contractor shall provide O&M services ensuring support and toolset availability on 8 hours/365 days basis;
• The Contractor shall provide pro-active maintenance plan that shall be scheduled in advance in agreement with the Purchaser every 6 months and shall provide preventive measures in order to reduce the risk of incidents (outages or degradations) of quality or performance.
• The Contractor shall plan and implement patches and hotfixes to the Camunda Platform.
• The Contractor shall plan obtain upgrade and Test Camunda to the NCIA approved versions in accordance with NCIAs Software lifecycle management programme.
• The Contractor shall plan test and upgrade Camundas underlying Database technology.
• The Contractor shall test any modifications to the Camunda Platform.
• The contractor shall set up and change system users and system groups including actions to create users change passwords and security settings and set up groups.
• The Contractor shall implement configuration management duties by documenting and maintaining the Camunda Platform.
• The contractor shall troubleshoot performance issues.

2) Workflow Development

• The Contractor shall draft the automation roadmap and governance and managements plans; coordinate and synchronise and update as necessary with approval from purchaser;
• The Contractor shall produce Camunda training documents guides materials and knowledge articles for the end-users.
• The Contractor shall engage and interact with other agency staff officers in order to identify and document user requirements;
• The contractor shall create and maintain Workflows in Camunda for User Interaction including all relevant react forms.
• The Contractor shall based on the gathered requirements and Process Descriptions develop BPMN/DMN models for automation.
• The contractor shall create Workflows in Camunda for data exchange between different third party applications.
• The contractor shall document all developments.
• The contractor shall troubleshoot data exchange errors and provide respective corrections.

3) Documentation and Training:

• Maintain comprehensive documentation for Cloud Operations processes configurations and workflows.
• Provide training and support to other staff as required for knowledge and information sharing.

4) Collaboration and Communication:

• Collaborate with relevant teams to ensure cohesive Workflow implementation.
• Communicate effectively with internal stakeholders to understand requirements and address concerns.

The contractor will be part of the Life Cycle Configuration Management team ensuring the secure available managed and compliant delivery of workflows required by the Agency.

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

Due to the AGILE approach of this project the specific deliverables and associated acceptance criteria will be defined for each sprint between NCIA and the contractor. This includes sprint planning execution and review processes which are detailed below:

1. Sprint Planning:

Objective: Plan the objectives for the upcoming sprint

Kick-off 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.

2. Sprint Execution

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 NCIA 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. Sprint Review

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

At the end of each sprint there will be a meeting between NCIA 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.

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 NCIA 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) (Annex A)

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

If the contractor fails to meet the agreed Acceptance criteria for any task NCIA 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.

3 DELIVERABLES AND PAYMENT MILESTONES

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

2025 BASE period: from 10 NOV 2025 to 31 DEC 2025:

Deliverable: 7 sprints of workflow support

Payment Milestones: Upon completion of each fourth sprint and at the end of the work.

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 years (and 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.

and 2028 OPTION: from 01 JAN to 31 DEC

Deliverable: Up to 46 sprints of workflow 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 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 electronic means using Conference Call capabilities according to the Operation 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 NCIA Point of Contact mentioning briefly the work held and the development achievements during the sprint.

5 SCHEDULE

This task order will be active immediately after signing of the contract by both parties and will end no later than 31 December 2025.

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

6 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 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 while access to networks exceeding this classification level is required.

With this role being of technical nature providing administrative support a security clearance at the NATO Secret level is required prior to the start of the engagement.

7 PRACTICAL ARRANGEMENTS

The contractor will work 100% on-site with the possibility to work remote up to 1 day per week.

Remote services need to be provided from a NATO country. The duty location being The Hague (NETHERLANDS) the contractor shall provide services during Core working hours.

The contractor may be required to travel infrequent and not exceeding 2 weeks at a maximum to other NCIA 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 the AAS Framework Contract and within the limits of the NCIA Travel Directive.

The contractor delivering the services will be part of the NCIA CSO/SMC LCCM team.

8 QUALIFICATIONS

See Requirements

8 QUALIFICATIONS

The consultancy support for these services require an experienced contractor in Cyber Security Accreditation Support with the following qualifications:

1) Experience:

• At least 5 years of experience developing Workflows using Camunda 7 or above including process modelling in BPMN and DMN and developing React Forms.
• Strong proficiency in Java development is essential as Camunda is a Java-based platform; experience with Spring Boot for Camunda 7 and above or external task workers in other languages (e.g. JavaScript Python) is valuable.
• Hands-on experience integrating Camunda with third-party systems using REST APIs message queues or connectors (including microservices).
• Familiarity with database interactions to enable data handling within workflow processes.
• Skills in using Git and CI/CD tools for deploying testing and maintaining automation solutions.
• Experience in end-to-end process automation and improving business process efficiency using Camunda tools.
• Understanding of system integration techniques including SDKs APIs message brokers and Camundas connectors (reusable integrations) for seamless third-party communication.
• Knowledge of Camundas architecturehow process models are executed natively and how the platform supports rapid improvement and agile delivery.
• Ability to analyze complex business workflows and automation requirements then design and implement appropriate solutions.
• Troubleshooting skills for diagnosing and resolving issues in process automation and integrations

2) Communication Skills:

• Excellent written communication for reporting and documentation.
• Effective oral communication and stakeholder engagement.
• Presentation of security posture and compliance status to senior audiences.

3) Stakeholder Engagement:

• Comfortable liaising with SAAs PMs and operational authorities.
• Capable of conflict resolution and negotiating accreditation paths.

4) Language and Clearance:

• Fluent in English both spoken and written.
• French language proficiency is an asset.
• NATO Secret Security Clearance or national equivalent required.

5) Communication and Collaboration:

• Excellent communication skills to effectively collaborate with IT teams stakeholders and end-users.
• Ability to document processes clearly and provide training.

6) Organizational Skills:

• Strong organizational skills to manage multiple tasks and priorities effectively.

7) Team Collaboration:

• Ability to work effectively as part of a team and share knowledge and resources.
• Willingness to collaborate with colleagues to solve complex issues.

8) Others:

• The individual has strong customer relationship skills including negotiating complex and sensitive situations under pressure.
• Full proficiency in the English language. French language proficiency is of advantage.
• The individual must have the nationality of one of the NATO nations.
• The individual must possess a NATO Secret Security Clearance or national equivalent.