2025-0157 SharePoint Support to BMD Program (NS) - MON 26 May

Deadline Date: Monday 26 May 2025

Requirement: Provide SharePoint Support to Ballistic Missile Defence (BMD) Programme

Location: Off-Site

Note: Please refer to your Subcontract Agreement, article 6.4.1.a, which states “Off-Site Discount: 5% (this discount is applicable to all requirements, and applies when the assigned personnel are permitted to work Off-Site, such as at- home)". Please be sure to price this discount in your overall price proposal when submitting bids against off-site RFQs

Period of Performance: BASE: starting not later than 8 July 2025 to 31 December 2025 with the possibility to exercise following options:

2026 Option 1: 01 January until 30 June 2026

2026 Option 2: 01 July until 31 December 2026

Required Security Clearance: NATO SECRET

The contractor will contribute to the IKM activities of the Ballistic Missile Defence (BMD) Programme with a specific focus on the configuration and administration of the BMD SharePoint server development environment.

1. INTRODUCTION

To strengthen the Alliance through connecting its forces, the NATO Communication and Information Agency (NCIA) 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 Ballistic Missile Defence Programme Office (BMD PO), as part of the NCIA, ensures the harmonised planning, implementation, deployment, evolution and support of the BMD capability, in a way that satisfies the operational requirements and minimizes the military risk, taking into account the NATO political, economic and schedule requirements and using the most suitable industrial and technological solutions. The Programme Office is the procurement and implementation body of the NCIA, charged with the effective planning, execution, delivery into service, evolution and through-life logistic support of NATO’s and assigned national and BMD systems.

2. BACKGROUND

The BMD PO is looking for a BMD SharePoint Developer who will contribute to the IKM Strategy and Objectives of the BMD Programme for 2025 with a specific focus on the improvement of the BMD SharePoint portal and the tools used by the BMD Team to create, store and share data and info.

The incumbent will be requested to maintain and update the current BMD SharePoint Portal according to both NCIA general guidelines and BMD team’s requirements in retaining, organize and share knowledge within the Programme.

The incumbent will provide advisory and Microsoft SharePoint application technical expertise services on information management and record-keeping practices.

3. SCOPE OF WORK AND DELIVERABLES

All of the defined deliverables are in the form of SharePoint custom solutions, contribution to briefings, reports, designs (proof of concept demonstrators) or specifications required in a well-defined NCIA format. The deliverables will be required by various dates, as identified in Section 6, throughout the contract execution.

All deliverables are to be peer reviewed within its delivery cycle. Input and guidance will be provided by NCIA in written from or/and during the targeted review meetings.

During the period of performance a Delivery Acceptance Sheet (DAS) shall be provided to the Purchaser for each scheduled delivery, as identified in Section 6. The Template is provided in the Annex B. The Purchaser will confirm the acceptance by signing the DAS.

The expected classification level of the deliverables is NATO Restricted. However, in some particular circumstances it might be needed that a specific deliverable and the execution of duties may require the contractors to access information, as well as CIS systems, classified up to NATO Secret, therefore the incumbent shall be in possession of a valid security clearance up to and including NATO Secret information.

NATO will retain the intellectual property rights for all products developed in relation to this project.

The contractor shall carry out the specific tasks, and issue deliverable as described in the Work Package table(s) below:

Work Package WP1: Design, develop and document BMD SharePoint Portal custom solutions for the BMD Programme Office

The incumbent will be part of the BMD IKM team and will provide SharePoint solutions based on BMD requirements. The incumbent must be able to collect inputs and design solutions according to NCIA IKM guidelines. Existing and New solutions will be extensively detailed in the governance document that will be produced as part of this deliverable.

Deliverable D1: Fully functional and tested SharePoint frontend solutions. Normally based on SharePoint workflows.

Deliverable D2: A governance document that comprehensively details the BMD Portals configuration and all existing and newly created customizations.

Deliverable D3: Quarterly review and update of the Governance document

Constraint C1: A progress update report must be provided on monthly basis. Relevant progress will be recorded in the BMD RPMO repository.

Acceptance Criteria A1: SharePoint solutions are fully operational, meeting all technical and design specifications, and have been approved by RPMO Chief. BMD governance Document is complete, accurate and has been approved by RPMO Chief.

Work Package WP2: Provide technical support for SharePoint users

The incumbent will analyse SharePoint usage and activity and troubleshoot technical issues encountered by the BMD SharePoint users and preform in-depth analysis of the most frequent issues. The incumbent shall also research and evaluate new applications of information technology to improve information management processes and make recommendations for their deployment.

Deliverable D1: The incumbent will produce documentation in the form of a technical FAQ on frequent issues that staff experience. This should detail questions with the relative solutions, with the aid of visual aids such as wiki pages or video instruction where possible.

The FAQ will be reviewed on a bi-weekly basis.

Constraint C1: The incumbent shall operate as directed by the BMD IKM Team and the BMD Programme Manager.

Acceptance Criteria A1: The proposed FAQ contributions will be reviewed by the IKM Team upon checking technical issues resolutions with BMD SharePoint users, ensuring the proposed solutions are easily understandable.

Work Package WP3: Collaborate with NCIA IKDM and other developers and develop a communication plan to ensure alignment and clear communication of IKDM policies and practices with BMD staff.

The incumbent will attend regular meetings with NCIA IKM team and other SharePoint developers and report to the BMD IKM Team on possible issues or changes which can affect the BMD SharePoint portal. They will design a communication plan that allows the information gathered to flow efficiently and in a timely manner to BMD Staff.

Deliverable D1: The incumbent shall produce a communication plan that details the flow of IKDM related content from agency level, to BMD staff members

Constraint C1: The incumbent should operate in accordance with IKM guidelines and directives.

Acceptance Criteria A1: Approval from BMD IKM Team

Work Package WP4: Develop guidance, training materials and conduct training sessions

The incumbent will provide internal training and consulting on IKDM concepts and methodologies and custom collaboration tools with the aim of facilitating knowledge transfer to the BMD Team.

Deliverable D1: Develop guidance, and training materials on BMD SharePoint and on the BMD dedicated solutions

Deliverable D2: Organize and conduct monthly SharePoint training sessions to inform the BMD Team on new solutions implemented.

Constraint C1: The incumbent shall perform the required activities in close coordination with the BMD IKM Team.

Acceptance Criteria A1: Deliverables shall be reviewed by the IKM Team

4. ROLES AND RESPONSIBILITIES

The work shall be conducted in close collaboration between the Contractor and NCIA BMD Programme, as described below:

BMD Programme Office: RPMO Chief

Contractor: To provide deliverables and inputs identified under work packages above.

5. PRACTICAL ARRANGEMENTS

The contractor will be required to work 100% off site.

NCIA Recognised Business hours: NCIA The Hague Hours of Operations: Monday to Thursday 0830 – 1700 and Friday 0830 – 1500 (CET)

Contractor Furnished Services: Contractor shall furnish everything required to perform the contract.

Access to relevant environments and licenses to commercial third party libraries required to perform the contract will be provided by NCIA.

The work depicted in this SOW is expected to be carried by a SINGLE RESOURCE.

6. PAYMENT MILESTONES

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

Produce completion reports (format: e-mail update), which include details of activities performed and the list of the deliverables of the week.

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.

Payment schedule will be according to payment milestones upon completion of each Work Package . Upon completion and validation of each deliverable and at the end of the monthly milestone, following the acceptance of the deliverable 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.

Payment will be made after the Purchaser has signed the Delivery Acceptance Sheet (DAS) (Annex B) for the respective deliverables (annex B).

Invoices shall be accompanied with a delivery acceptance sheet (annex a) signed by the contractor and the NCIA POC

2025 – Base: 8 July 2025 until 31 December 2025

Deliverable 1: WP1-D1/2, WP2-D1, WP4-D1

Delivery Date: T0 + 3 months

Payment Amount: 50% of the total cost

Payment Milestones: After deliverable completion and signed Delivery Acceptance Sheet (DAS)

Deliverable 2: WP1-D1/3, WP2-D1, WP3-D1, WP4-D2

Delivery Date: T0 + 6 months

Payment Amount: 50% of the total cost

Payment Milestones: After deliverable completion and signed Delivery Acceptance Sheet (DAS)

2026 Option 1: 01 Jan until 30 June 2026

Deliverable 1: WP1-D1/2, WP2-D1, WP4-D1

Delivery Date: T0 + 3 months

Payment Amount: 50% of the total cost

Payment Milestones: After deliverable completion and signed Delivery Acceptance Sheet (DAS)

Deliverable 2: WP1-D1/3, WP2-D1, WP3-D1, WP4-D2

Delivery Date: T0 + 6 months

Payment Amount: 50% of the total cost

Payment Milestones: After deliverable completion and signed Delivery Acceptance Sheet (DAS)

2026 Option 2: 01 Jul until 31 Dec 2026

Deliverable 1: WP1-D1/2, WP2-D1, WP4-D1

Delivery Date: T0 + 3 months

Payment Amount: 50% of the total cost

Payment Milestones: After deliverable completion and signed Delivery Acceptance Sheet (DAS)

Deliverable 2: WP1-D1/3, WP2-D1, WP3-D1, WP4-D2

Delivery Date: T0 + 6 months

Payment Amount: 50% of the total cost

Payment Milestones: After deliverable completion and signed Delivery Acceptance Sheet (DAS)

7. COORDINATION & REPORTING

The contractor shall participate in a kick-off meeting within one working week after the signing of this contract.

This will be a virtual meeting executed via electronic means using Conference Call capabilities.

During the kick off meeting, the contractor will provide and discuss a plan for executing the tasks under this statement of work. Purchaser and Contractor will discuss the plan and confirm amendments where appropriate.

The contractor will provide email minutes containing decisions and actions decided during the meeting.

The contractor shall participate in regular status meetings, either in-person (where possible or via electronic means using Conference Call capabilities.

The rhythm for these meetings will be decided at the kick-off meeting.

The contractor will initiate these meetings and provide email minutes containing at least decisions and actions decided during the meeting.

The contractor shall follow all general rules, terms and conditions as applicable for working in the NCIA, The Hague Offices.

8. SCHEDULE

It is expected the service starts as soon as possible but no later than 8 July 2025 and ending no later than 31 December 2025.

If the 2026 option 1 is exercised, the period of performance is 01 January 2026 to 30 June 2026

If the 2026 option 2 is exercised, the period of performance is 01 July 2026 to 31 December 2026

9. 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 code, scripts, documentation, etc. will be stored under configuration management and/or in the provided NCI Agency tools.

All the deliverables of this project will be considered NATO UNCLASSIFIED

Part of the work may involve handling classified networks, therefore, a security clearance at the right level is expected for the contractor(s) undertaking this project.

10. SECURITY

Delivering services under this SoW requires a valid NATO SECRET security clearance.

Any resource proposed for this SOW requires valid NATO SECRET security clearance prior to the start of the engagement.

All the deliverables of this project will be considered NATO UNCLASSIFIED, while access to networks exceeding this classification level is required.

11. TRAVEL

The contractor will in principle not be required to travel. Occasionally travel to the other main NCI Agency locations (Mons (BEL), Brussels (BEL), The Hague (NED) and other sites within NATO for completing these tasks may be requested and performed under agreement.

Travel expenses are out of scope and will be borne by the NCI Agency separately in accordance with Article 5.5 of AAS Framework Contract and within the limits of the NCIA Travel Directive.

12. REQUIRED QUALIFICATIONS

[See Requirements]

Requirements

12. REQUIRED QUALIFICATIONS

12.1 Contractor – MANDATORY Requirements

• Recent experience in support software development effort as a developer, technical manager or solution architect.
• Recent experience in application development for business intelligence tools, collaboration portals and database management systems.
• Experience and knowledge in using standards and best practices focusing on information management techniques.
• Knowledge of current concepts and technologies to support information and data management focusing on coordination and control of documentation.
• Familiarity with current and emergent network, client and server platforms such as virtualized infrastructure, storage and management platforms, and their specific uses and limitations.
• Knowledge of Incident and Problem Management processes and experience
• Experience in front-end development, configuration and customisation of Microsoft SharePoint 2013 and 2019
• Extensive experience in customizing Sharepoint sites, pages and layouts and forms utilising SharePoint Framework (SPFx), HTML5, CSS3, Javascript and Typescript or third party forms designer tools such as Infopath.
• Advanced knowledge and experience in Workflow automation tools such as SharePoint, K2, Nintex
• Experience using SharePoint 3rd party tools such as Sharegate, Metalogix and DocAve
• Strong ability to collaborate with stakeholders including business users to gather and translate requirements into functional solutions.
• Experience in supporting SharePoint migration projects, including the transition of legacy customisations to newer versions.
• Candidate must have the nationality of one of the NATO nations.
• Excellent command of spoken and written English. NOTE: Most of the work of the NCIA is conducted in the English language.
• All staff to be employed on the contract must hold a NATO SECRET Security Clearance.

12.2 Contractor – DESIRED Requirements

• Prior experience of working in an international environment comprising both military and civilian elements
• Knowledge of NATO responsibilities and organization, including ACO and ACT.