2024-0119 Information and Knowledge Manager

Deadline Date: Wednesday 3 July 2024

Requirement: Information and Knowledge Manager (Architecture and Engineering)

Location: Braine L'Alleud, BE

Full Time On-Site: Yes

Time On-Site: 100%

Period of Performance: 2024 BASE: As soon as possible not later than 12th August 2024 – 31st December 2024 with possibility to exercise the following options:

2025 Option: 1st January 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 2027 until 31st December 2027

Start date is as soon as possible but not later than 12th August 2024

Required Security Clearance: NATO SECRET

1 INTRODUCTION

The NCI Agency is setting up the Mission CIS Technical Design Authority (MCIS TDA), in partnership of the existing Mission Service Management Authority (SMA) and the Early Engagement (EE) Team.

The MCIS TDA, together with the Mission SMA, are the two authoritative bodies for Mission related CIS System and Services, internal NCI Agency but also on System and Services resulting of Federated Mission Networks.

The EE Team is responsible to engage with Strategic Partners at the earliest stages of new requirements leading to new projects. The EE Team supports the Strategic Partner in refining requirements but also in evaluating possible options in realizing those, resulting in a series of de‐risked and comprehensive deliverables used during the Business Intake Process of the NCI agency.

Within these contexts, many Architecture and Engineering Information Products are being developed, forming an ever‐growing Knowledge Base.

2 OBJECTIVES

The NCI Agency is looking for an experienced Information and Knowledge Manager (IKM) in support of the MCIS TDA, the Mission SMA and the EE Team. The IKM will directly report to the MCIS TDA. However, his/her daily activities will cover IKM needs of all THREE (03) TDA, SMA and EE.

The IKM will support the development of the IKM methodology, contribute to the setup of the specific tools to support IKM activities, develop and document the IKM processes and maintain the IKM ecosystem in support of the Knowledge Base.

3 SCOPE OF WORK

Under the direction / guidance of the NCIA Point of Contact or delegated staff, the IKM will support the establishment of and maintain the IKM Ecosystem hosting the Knowledge Base.

This includes the following activities:

Capture and analyse current MCIS TDA, SMA and EE Team IKM requirements in support of Architecture Modelling, System Design, Process Development, Administrative, Coordination, Collaboration, Project Management and Service Management activities;

Develop the Knowledge Base environment to be used by the TDA, SMA and EE Teams; Develop and maintain IKM workflows and tools to meet requirements; Develop and maintain necessary IKM related documentation and provide support to users; Monitor that IKM guidelines and tools are used properly; Ensure that Information Products are maintained up to date by their owners; Provide advices and guidance on solutions in line with NATO, NCIA and CTO IKM approach and policies.

The IKM will be part of a team and will provide the service using an Agile and iterative approach during multiple sprints. Each sprint is planned for a duration of 1 week. The content and scope of each sprint will be agreed during the sprint‐planning meeting.

4 DELIVERABLES AND PAYMENT MILESTONES

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

Deliverable 01: 20 sprints of Architecture and Engineering Information and Knowledge Management.

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

The NCIA team reserves the possibility to exercise a number of options, based on the same scrum deliverable timeframe and cost, at a later time, depending on the project priorities and requirements

The payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet (DAS) – (Annex B) including the EBA Receipt number Payment will be provided based on these deliveries as indicated in the table

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

2025 OPTION: 01 January 2025 to 31 December 2025

Deliverable 01: Up to 52 sprints of Architecture and Engineering Information and Knowledge Management.

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

The NCIA team reserves the possibility to exercise a number of options, based on the same scrum deliverable timeframe and cost, at a later time, depending on the project priorities and requirements

The payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet (DAS) – (Annex B) including the EBA Receipt number Payment will be provided based on these deliveries as indicated in the table

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

2026 OPTION: 01 January 2026 to 31 December 2026

Deliverable 01: Up to 52 sprints of Architecture and Engineering Information and Knowledge Management.

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

The NCIA team reserves the possibility to exercise a number of options, based on the same scrum deliverable timeframe and cost, at a later time, depending on the project priorities and requirements

The payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet (DAS) – (Annex B) including the EBA Receipt number Payment will be provided based on these deliveries as indicated in the table

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

2027 OPTION: 01 January 2027 to 31 December 2027

Deliverable 01: Up to 52 sprints of Architecture and Engineering Information and Knowledge Management.

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

The NCIA team reserves the possibility to exercise a number of options, based on the same scrum deliverable timeframe and cost, at a later time, depending on the project priorities and requirements

The payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet (DAS) – (Annex B) including the EBA Receipt number Payment will be provided based on these deliveries as indicated in the table

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

2028 OPTION: 01 January 2028 to 31 December 2028

Deliverable 01: Up to 52 sprints of Architecture and Engineering Information and Knowledge Management.

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

The NCIA team reserves the possibility to exercise a number of options, based on the same scrum deliverable timeframe and cost, at a later time, depending on the project priorities and requirements

The payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet (DAS) – (Annex B) including the EBA Receipt number Payment will be provided based on these deliveries as indicated in the table

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

5 COORDINATION AND REPORTING

The Contractor shall participate in daily status update meetings, sprint planning, sprint retrospectives and other meetings, physically in the office, or in person via electronic means using Conference Call capabilities, according to MCIS TDA’s 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 sprint’s end date. This report shall mention briefly the work 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

The BASE period of performance is as soon as possible but not later than 12th August 2024 and will end no later than 31st December 2024

If the 2025 option is exercised, the period of performance is 01st January 2025 to 31st 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.

7 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.

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, although the contractor may start working already while the clearance process is ongoing.

8 SECURITY

The security classification of the service will be up to NATO SECRET.

The Contractors is required to hold a valid NATO SECRET security clearance

9 PRACTICAL ARRANGEMENTS

The Contractor will be required to provide the service on‐site. Access to the NCI Agency Digital Workspace will be provided in coordination with the NCIA Point of Contact or delegated staff.

The contractor may be required to travel to NCI Agency, Brussels, Belgium and other sites within NATO for completing these tasks. Travel expenses will be reimbursed to the individual directly (outside this contract) under NATO rules.

This service must be accomplished by ONE contractor.

10 QUALIFICATIONS

[See Requirements]

Requirements

8 SECURITY

The Contractors is required to hold a valid NATO SECRET security clearance

10 QUALIFICATIONS

The consultancy support for this work requires an IKM with the following qualifications:

5 years of experience in Information and Knowledge Management, in Architecture, Technical and Engineering Information and Knowledge Management; 5 years of experience with IKM tools (Confluence, SharePoint and/or others); Advanced experience in Microsoft Office Suite including VBA and Visio.

Desirable qualifications:

Familiarity with Communication and Information Systems. Architecture Modelling and System Design language and frameworks awareness (Archimate, SysML, UML, BPMN, NAF, TOGAF, MBSE or others) Architecture and Design tools awareness (Archi, ARIS, Sparx EA, ProLaborate or others) Service Management (ITIL) knowledge Project Management (PRINCE 2, PMP) knowledge Prior experience of working in an international environment. Knowledge of NATO political ambition and organizational structure.

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