2025-0325 Business Execution Services (NS) MON 27 Oct

Deadline Date: Monday 27 October 2025

Requirement: Business Execution Services

Location: Braine-lAlleud BE

Full Time On-Site: Yes

Time On-Site: 100%

Period of Performance: 2025 Base: 24th of November 2025 until 31st December 2025

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

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

2028 Option: 1st January 2028 until 31st December 2028

Required Security Clearance: NATO SECRET

1. PURPOSE

The purpose of this Statement of Work (SoW) is to describe the BUSINESS EXECUTION Services required by the Purchaser.

The NATO Communications and Information Agency (further referred to as Purchaser) is seeking a qualified Service provider to provide efficient and effective BUSINESS EXECUTION Services (further referred to as the Service).

2. BACKGROUND

NATO Digital Workplace Centre (NDW Centre) part of NCIA provides simple yet innovative solutions that underpin the Digital Transformation of NATO by providing feature-rich Digital Workplace which enable NATO staff members to connect communicate and collaborate.

Personal Workspace and Shared Workspace service areas deliver user-facing services to NATO Commands NATO Force structure and Nations in all 32 Allied Nations underpinned by a number of industry service providers.

3. OBJECTIVES

With this SoW the Purchaser aims to achieve the following objectives:

Improve the processing of business execution tasks (ordering invoicing payment follow-up) for projects and services;

Develop and maintain reporting on business execution (such as planned vs. actuals);

Contribute to Stakeholder Management Information and Knowledge Management (e.g. documentation management SharePoint portals management) in the area of responsibility.

Liaise with suppliers finance and acquisition professionals with regards to ordering goods and services handling related receipts and invoices.

To achieve these objectives the Purchaser is looking for one resource with BUSINESS EXECUTION qualifications and experience.

4. SCOPE OF WORK AND ASSOCIATED DELIVERABLES

Considering the extended period of execution and the evolution of the BUSINESS EXECUTION demand the execution of the work in this SoW is measured in sprints where each sprint is defined as deliverables produced by one person planned for a duration of one calendar week. The detailed tasks in each sprint will be determined at the start of each sprint by the Purchasers authorized point of contact following the Scope of Work defined herein and documented in writing.

The SoW covers the following activities and tasks:

Plan and submit purchase requisitions in the Purchasers IT system;

Follow-up with suppliers and acquisition professionals that a purchase order is issued;

Keep track and report on PO project and service level the budget execution (planned vs. actuals);

Documenting the action items in meetings and follows-up with the relevant team;

Creates maintains and improves the internal SharePoint libraries internal and external portals and wiki pages;

Manages the permission levels for the project team members to access to the project portals and provision of support to the project team members in utilization the SharePoint (SP) portal;

Performs other related duties as required.

5. DELIVERABLES AND PAYMENT

5.1 The following deliverables are expected from this statement of work.

5.2 Complete the tasks agreed in each spring-planning meeting as per sections 3 and 4 above.

5.3 Produce sprint completion reports (format: e-mail update) which include details of activities performed. Specifically tasks requested for internal activities (traceable) monthly budget execution overview and status reports real-time task tracking and visualization via dashboard calendar overview on upcoming tasks.

5.4 Payment Schedule will be at the end of each fourth sprint following the acceptance of the sprint completion report delivered within 5 (five) working days after sprint completion.

5.5 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.

5.6 The payment shall be dependent upon successful acceptance of the sprint report and the Certificate of Acceptance (Annex A) including the EBA Receipt number.

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

5.8 BASE 2025: PERIOD OF PERFORMANCE 24 NOVEMBER 2025 31 DECEMBER 2025

Deliverable: Up to 4 sprints of BUSINESS EXECUTION services

Payment Milestones: Upon completion of each fourth sprint and at the end of the work. Completion of each milestone shall be accompanied documented in a Certificate of Acceptance (Annex A) signed for acceptance by the Purchasers authorized point of contact and the Contractor.

5.9 OPTION 2026: PERIOD OF PERFORMANCE 01 JANUARY 2026 31 DECEMBER 2026

Deliverable: Up to 46 sprints of BUSINESS EXECUTION services

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. Completion of each milestone shall be accompanied documented in a Certificate of Acceptance (Annex A) signed for acceptance by the Purchasers authorized point of contact and the Contractor.

5.10 OPTION 2027: PERIOD OF PERFORMANCE 01 JANUARY 2027 31 DECEMBER 2027

Deliverable: Up to 46 sprints of BUSINESS EXECUTION services

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. Completion of each milestone shall be accompanied documented in a Certificate of Acceptance (Annex A) signed for acceptance by the Purchasers authorized point of contact and the Contractor.

5.11 OPTION 2028: PERIOD OF PERFORMANCE 01 JANUARY 2028 31 DECEMBER 2028

Deliverable: Up to 46 sprints of BUSINESS EXECUTION services

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. Completion of each milestone shall be accompanied documented in a Certificate of Acceptance (Annex A) signed for acceptance by the Purchasers authorized point of contact and the Contractor.

6 COORDINATION AND REPORTING

6.1 The Contractor shall deliver services 100% On-site Braine LAlleud Belgium and in Brussels Belgium as of 2027.

6.2 The Contractor shall report to the Section Head for New Business Intake & Execution in Personal Workspace NDW Centre.

The Contractor shall participate in monthly sprint planning and retrospective meetings monthly status update meetings and other meetings physically in the office or in person via electronic means using Conference Call capabilities according to line managers instructions.

6.4 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 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.

6.5 At the end of each sprint the Contractor shall report the completion and achievements to the Purchaser point of contact via email for each resource providing services under this SoW.

6.6 At the end of each fourth sprint the Contractor shall deliver Certificate of Acceptance (Annex A) for Purchaser approval and signature for each resource providing services under this SoW.

6.7 QUALITY ASSURANCE CHECK

The deliverables shall be produced within the sprint as requested and be of satisfactory quality to avoid re-work ensure the achievement of the objectives stated herein and sprint-specific tasks.

7. SCHEDULE

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

7.2 It is expected that the BASE service starts on 3rd of November 2025 until 31 December 2025.

7.3 The Purchaser reserves the right to exercise the following additional options under the same conditions with price per sprint determined by applying the price adjustment formula as outlined in COAAS Special Provisions article 6.5.:

Option 2026 up to 46 sprints with period of performance from 01 January 2026 until 31 December 2026;

Option 2027 up to 46 sprints with period of performance from 01 January 2027 until 31 December 2027;

Option 2028 up to 46 sprints with period of performance from 01 January 2028 until 31 December 2028.

8 SECURITY

8.1 Performance of the services described in this SOW require a valid NATO SECRET security clearance prior to the start of the engagement.

8.2 At the NCI Agency Braine LAlleud Belgium 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.

9 CONSTRAINS

9.1 All the deliverables provided under this statement of work will be based on Purchaser templates or agreed with the Purchasers Point of contact.

9.2 All materials documentation etc. will be stored under configuration management and/or in the provided Purchaser tools and systems.

9.3 Part of the work will involve handling classified networks therefore a valid security clearance at NATO SECRET level is required for the Contractors staff undertaking this project.

10. PRACTICAL ARRANGEMENTS

10.1 PLACE OF PERFORMANCE

The deliverables will be produced on-site at Purchasers premises in Braine LAlleud Belgium and Brussels Belgium (as of 2027).

The working environment is a typical office working environment designated as Class II or Class I security area.

10.2 WORKING HOURS

The work will be conducted during normal office hours following the NCIA Braine LAlleud Belgium calendar as well as outside office hours and on weekends if necessary.

The Contractor is expected to follow the Purchasers working hoursMonday to Thursday from 08h30 until 17h30 and Friday from 08h30 until 15h30 and observe Purchasers official holidays.

The Purchasers official holidays may differ from the public holidays in the Host Nation.

10.3 PURCHASER FURNISHED EQUIPMENT (PFE)

Purchaser will provide to the Contractor standard IT work position setup to allow access to the necessary networks IT systems and tools.

The Contractor shall follow Purchases policies procedures and take due care of the Purchaser furnished equipment.

11. TRAVEL

Depending on Purchasers priorities travel may be required to both NATO and non-NATO nations.

Travel expenses will be reimbursed in accordance with AAS framework contract provisions and applicable NCIA Travel Directive in addition to the not to exceed ceiling mentioned in this SOW.

12. REQUIREMENTS

The Contractor shall manage and be responsible for all Contractor personnel.

The Contractors personnel shall be knowledgeable and experienced in the nature of the tasks and activities of the Service.

The Contractors personnel shall possess valid Personal Security Clearances for the duration of the Contract performance.

The Contractors personnel shall be courteous and professional in dealing with NATO and Purchasers staff.

The Contractors personnel shall have sufficient knowledge in English language to allow smooth verbal and written communication.

The Contractors shall strive to lower the rotation of personnel and maintain the same staff working under this SoW.

The Contractor shall seek Purchasers approval prior to appointing new personnel to work under this Statement of Work.

The Purchaser will support the Contractors personnel with access to the IT systems as required. The Contractor shall submit requests for change of Contractors personnel at least 30 days in advance.

The Contractor shall handle the Purchasers furnished equipment (PFE) with due care.

The Contractor shall operate the equipment following the manufacturers requirements.

The Contractor shall bring immediately to the attention of the Purchaser Point of Contact any issues preventing the execution of the work.

The Contractors personnel will report to and receive guidance from Purchaser Point of Contact on-site and respective project manager/project executive.

The Contractors personnel shall follow local site procedures to obtain physical unescorted access to the assigned work position and logical access to the networks in scope.

The Contractors personnel shall liaise with other Purchasers teams as necessary.

SPECIFIC REQUIREMENTS

See Requirements

13. GOVERNANCE

PURCHASERS KEY ROLES

The following personnel is considered Key personnel in the context of this SoW:

Group head the head of Personal Workspace group within NDW Centre who is accountable for the end-to-end delivery of the IT services in his/her portfolio.

Section Head New Business Intake & Execution in Personal Workspace Group the person responsible for business intake and execution for the IT services in the group portfolio. Unless decided otherwise the group head is the Purchasers designated representative to sign the acceptance documents under this SoW.

Service Delivery Manager the person responsible for the day-to-day delivery of the assigned IT service(s).

Same person may perform more than one role.

CONTRACTORS KEY ROLES

The Contractor shall assign a single point of contact (SPOC) for all matters for the duration of the work under this SoW.

The Contractor shall strive to maintain the same person for as long as possible.

The Contractor shall seek Purchasers approval prior to appointing new SPOC. When the reasons to appoint a new SPOC are beyond Contractors control the Contractor shall inform the Purchaser at least 30 days in advance.

8 SECURITY

• Performance of the services described in this SOW require a valid NATO SECRET security clearance prior to the start of the engagement.

SPECIFIC REQUIREMENTS

To efficiently and effectively deliver the Service the Contractor resource shall possess at a minimum qualifications and skills in the following areas:

• Business Execution: Five years experience; Experience in handling purchase requests related receipt of work and invoicing; Foundational knowledge of international/public organization procurement rules and policies;
• Service Management Frameworks: Three years experience; Knowledge of ITIL framework;
• Way of working: Three years experience; Knowledge of SCRUM agile methodology; Ability to establish and maintain effective working relationships with stakeholders with positive attitude;
• IT Literacy: Three years experience; Proficiency in the use of Microsoft Office Suite; Knowledge of Microsoft SharePoint with relevant experience; Knowledge and experience using conference call technologies (Skype for Business Microsoft Teams).
• Language: Five years experience; Thorough knowledge of the English language both written and spoken is essential; with ability to write concise documents for different audience;