2025-0050 Project Support Services (NS) BELGIUM - 4 Mar

Deadline Date:  Monday 3 March 2025
 
Requirement: Project Support Services
 
Location: Braine-L'Alleud, Wallonia, BELGIUM
 
Full Time On-Site:  Yes
 
Time On-Site:  100%
 
Not to Exceed:  117,450 EUR
 
Required Start Date:  14 April 2025 
 
Required Security Clearance:  NATO SECRET
 
Purpose:
The purpose of this Statement of Work (SoW) is to describe the Project Support services required by the  Purchaser. 
The NATO Communications and Information Agency (NCIA, further referred to as “Purchaser”) is seeking a  qualified Service provider to provide efficient and effective project support services (further referred to as the  “Service”). 
 
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 Project Management service area deliver the support, design, implementation and technical integrity  of all NDWC services, and not only, under projects implementation. 
NDW Centre and Project Management are contributing to several major projects that are enhancing the NCIA services and leading the user transition of the end users to the new enhanced services at multiple NATO  locations. The projects work is organized based on PRINCE2 principles. 
 
Objectives:
With this SoW, the Purchaser aims to achieve the following objectives: 

• Project Management Support: Provide comprehensive assistance to Project Managers throughout  the project implementation lifecycle 
• Reporting and Performance Tracking: Generate, update, and maintain project-related reports and  performance metrics, ensuring accurate and timely reporting using Purchaser tools 
• Procurement and Financial Oversight: Manage and monitor procurement processes by creating and  tracking Purchase Requests (PRs) and Purchase Orders (POs 
• ServiceNow Project Administration: Ensure project data integrity, compliance, and up-to-date project  schedules. 

• Assist the Project Managers during the Project Implementation stages.
• Assist Project Manager in the meetings, take notes and draft the Minute Meeting. o Assist the PM in developing the Price Proposals.   
• Setup a project documentation library ensuring strict version control  and naming conventions are adhered to. 
• As per PM request to action as liaison with BSM and P3SM Teams.   
• To assist with the creation of advice, training, reference materials, and other guidance relating to projects.
• Assist in compiling, maintaining and updating project plans, risks and issues registers.   
• Creation and maintenance of a Knowledge Base containing Project Management administrative processes.  Reporting   
• Extract simple Excel reports from EBA or from ServiceNow.   
• Run PR-PO reports in EBA as per PM requests.   
• Update the Balanced Scorecard with the metrics extracted from EBA, ServiceNow and ITSM. o Preparation of Monthly EPHRs (Electronic Project Health Report) known as PSR in SNOW.  EBA   
• Creates and follows-up on Purchase Requests (PRs) in EBA as per PM direction. 
• Monitor the process to transform a PR into a Purchasing Order (PO)   
• Perform periodic checks that for each raised PR there is a corresponding PO.   
• Periodic checks that for each funded Work Package there is a raised PR.   
• Updates the Contract Registry as soon as a PR or a PO is issued.   
• Creates receipts in EBA for hardware, software and services purchases.   
• Liaises with the Acquisition/ECAM/Warehouse stakeholders for receiving hardware and software licenses.  ServiceNow   
• Performs reoccurring “Quality Checks” on the ServiceNow Plans, using a predefined Quality Checklist. o Load resources in ServiceNow as per PM request.   
• Request pricing extracts from BSM team and include them in the PP.   
• Run monthly checks in Work Package financials to ensure that planned and actual costs do not exceed budget  costs.

• The Contractor’s personnel shall be knowledgeable and experienced in the nature of the tasks and  activities of the Service. 
• The Contractor’s personnel shall possess valid Personal Security Clearances for the duration of the  Contract performance. 
• The Contractor’s personnel shall be courteous and professional in dealing with NATO and Purchaser’s  staff. 
• The Contractor’s personnel shall have sufficient knowledge in English language to allow smooth verbal  and written communication. 
• The Contractor’s shall strive to lower the rotation of personnel and maintain the same staff working  under this SoW. 
• The Contractor shall seek Purchaser’s approval prior to appointing new personnel to work under this  Statement of Work. 
• The Contractor shall handle the Purchaser’s furnished equipment (PFE) with due care. 9.1.8 The Contractor shall operate the equipment following the manufacturer’s requirements. 9.1.9 The Contractor shall bring immediately to the attention of the Purchaser Point of Contact any issues  preventing the execution of the work. 
• The Contractor’s personnel will report to and receive guidance from Purchaser Point of Contact on-site  and respective project manager/project executive. 
• The Contractor’s 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 Contractor’s personnel shall liaise with other Purchasers’ teams as necessary.