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Bidding Instructions - Technical Proposal

Bidders shall include in the Technical Proposal:

1. CVs of candidates of the proposed team, clearly indicating relevant experience for the requirements, section 11 and qualifications, section 12 in the Statement of work (SoW).

2. Compliance matrix referring how each candidate meets each of the stated requirements, section 11 and qualifications, section 12 of the SoW, justified by relevant (project) experience.

Deadline Date: Friday 29 August 2025

Requirement: Geospatial Production SME

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: 2025 BASE: As soon as possible and not later than 01 October 2025 – 31st December 2025 with possibility to exercise sprints from the following options:

• 2025 Options: 1st November 2025 until 31st December 2025

• 2026 Options: 1st January 2026 until 31st December 2026

• 2027 Options: 1st January 2027 until 31st December 2027

• 2028 Options: 1st January 2028 until 31st December 2028

Required Security Clearance: N/A

 

1 INTRODUCTION

NATO Core Geographic Information System (Core GIS) Application Service provides a suite of data, services and products that ensure all phases of military operations are conducted on the same (geo-) spatial data and information. The NATO Information and Communication Agency (NCI Agency) located in The Hague, Netherlands, is currently providing data procurement and processing support to the NATO Core GIS and the wider NATO Command Structure (NCS).

The GeoMetOc Services Branch within the JISR Centre is responsible for the full lifecycle support of the GeoMetOc Application Services and is looking for an individual to perform tasks in the areas of Geospatial data production/processing to support the NATO Designated Geospatial Information project.

2 SCOPE OF WORK

The GeoMetOc Branch requires the support of contractors for the execution of geospatial production related tasks performed in support of NATO operations.

Under the direction of the JISRC/GeoMetOc/NATO DesGI Data Processing Section Head the incumbent will perform the following duties:

Data processing in support of the NATO DesGI project. This comprises but is not limited to:

− Production and maintenance of geospatial information.

− Required data processing so the data can be used by the NATO C4ISR systems as well as distributed to the nations.

− Quality control of GIS products and NATO Mapping series to agreed standards.

The list of activities may expand as urgent operational requests emerge and qualification of the candidate allows.

Close coordination of all activities with the NCI Agency Project Manager (PM) as well as strict adherence to agreed timelines is mandatory.

3 ROLES AND RESPONSIBILITIES

This work will be carried out at the contractor’s premises. Access to the relevant NCIA networks and software can be established as needed. The work will be conducted during normal office hours following the NCIA The Hague calendar, as well as outside office hours and on weekends, if necessary.

The Contractor will be part of a team under the supervision of the NCIA project manager (PM) and will provide services using an agile and iterative approach using multiple sprints. Each sprint is planned for a duration of 1 week. The content and scope of each sprint will be agreed with the project manager and technical staff during the sprint-planning meeting.

The work shall be conducted in close collaboration between the Contractors and NCI Agency project manager as described below:

NCI Agency JISRC/GeoMetOc/NATO DesGI Data Processing Section Head: Project lead and main stakeholder

Contractor: To provide services and deliverables as identified above

4 DELIVERABLES AND PAYMENT SCHEDULE

Detailed resource assessments will be agreed during each sprint meeting as set out in Section 5.

Payments shall be dependent upon the successful acceptance of each sprint and the validation as set out under Section 5. All Invoices shall be accompanied with a Delivery Acceptance Sheet (DAS, Annex A) signed by the Contractor and project authority.

Each sprint duration is equivalent to a NCIA working week. The content and scope of each sprint will be agreed during the sprint‐planning meetings as covered in Section 5. Each payment milestone cycle is planned for a duration of one calendar month. Upon completion and validation of each sprint and at the end of the monthly milestone, all completed sprints can be submitted for payment.

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

In 2025, the following deliverables are expected from the service as set in this statement of work:

Deliverable: Up to 20 sprints combined multi activity on Geospatial Production SME

Cost Ceiling: € 1800 per sprint (up to 20 sprints for a total NTE € 36,000)

Payment Milestones: Upon completion of 4 consecutive sprints

NCIA team reserves the possibility to exercise a number of sprints at a later time, or if required the execution of additional sprints based on the same sprint deliverable timeframe and cost, depending on project priorities and requirements.

2026 OPTIONS: 01 January 2026 to 31 December 2026

Deliverable: Up to 48 sprints

Cost Ceiling: Price will be determined by applying the price adjustment formula as outlined in CO‐115786‐ AAS+ Special Provisions article 6.5.

Payment Milestones: Payment Milestones will be end of the month for all the Sprints completed and accepted within the respective month

NCIA team reserves the possibility to exercise a number of sprints at a later time, or if required the execution of additional sprints based on the same sprint deliverable timeframe and cost, depending on project priorities and requirements.

2027 OPTIONS: 01 January 2027 to 31 December 2027

Deliverable: Up to 48 sprints

Cost Ceiling: Price will be determined by applying the price adjustment formula as outlined in CO‐115786‐ AAS+ Special Provisions article 6.5.

Payment Milestones: Payment Milestones will be end of the month for all the Sprints completed and accepted within the respective month

NCIA team reserves the possibility to exercise a number of sprints at a later time, or if required the execution of additional sprints based on the same sprint deliverable timeframe and cost, depending on project priorities and requirements.

2028 OPTIONS: 01 January 2028 to 31 December 2028

Deliverable: Up to 48 sprints

Cost Ceiling: Price will be determined by applying the price adjustment formula as outlined in CO‐115786‐ AAS+ Special Provisions article 6.5.

Payment Milestones: Payment Milestones will be end of the month for all the Sprints completed and accepted within the respective month

NCIA team reserves the possibility to exercise a number of sprints at a later time, or if required the execution of additional sprints based on the same sprint deliverable timeframe and cost, depending on project priorities and requirements.

5 COORDINATION AND REPORTING

Due to the AGILE approach of this project, there is a need to define a set of specific arrangements between the NCI Agency and the contractor that specifically defines the deliverables to be provided for each sprint as well as their associated acceptance criteria. 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 contractor`s 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 NCI Agency 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 NCI Agency project manager’s 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 the NCI Agency 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 sprint’s end date. A report must be sent by email to the NCI Agency project manager, listing all the work achieved against the agreed tasking list set for the sprint.

The contractor's 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) including o 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, the NCI Agency reserves the right to withhold payment for that task/sprint.

6 SCHEDULE

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

The BASE period of performance starts as soon as possible but not later 1st October 2025 and will end no later than 31st December 2025.

If the sprints of the annual options are exercised, the period of performance is within 01 January to 31st December of the relevant year.

7 SECURITY

a. For this specific position, no security clearance is needed.

b. All Contractors/Sub-contractors shall be aware of all security rules pertaining to the handling of NATO classified information.

Personnel Security Clearance (PSC). Individuals who require access or may have access to information classified NC or above during the course of their duties shall have a PSC, at the appropriate level, which is valid for the duration of the authorized access. In addition, such individuals are required to:

- Have a need-to-know;

- Have been briefed on their security obligations in respect to the protection of NATO Classified Information; and

- Have acknowledged their responsibilities either in writing or an equivalent method which ensures non-repudiation.

- For this particular the candidate is required to attend meetings at NCIA facilities, class II area, therefore PSC at NS level is required.

c. The work will be carried out remotely at the Contractor’s company site but with potential meetings at NCI Agency and NATO Command Structure Sites.

d. NCIA will provide access to relevant networks and resources as required by the project.

8 CONSTRAINTS

All the documentation provided under this statement of work will be based on NCI Agency templates and/or agreed with the NCIA project manager.

All support, maintenance, documentation and required code will be stored under configuration management and/or in the provided NCI Agency tools.

All developed solutions, tools and code under this project will be property of the NCI Agency.

9 TRAVEL

The contractor will provide the services under this SOW at their own premises but may need to travel to NATO sites in support of the project including the NCI Agency in The Hague, NL as needed. The vendor may also host coordination meetings as required at its facility.

Once defined, travel costs will be set as a separate PO line with a not to exceed value to cover and reimburse of actual expenses upon submissions of all receipts and invoices in line with NCIA processes.

10 GENERAL REQUIREMENTS

Access for the contractor-owned end devices to all relevant cloud-based systems can be provided by NCI Agency. Working environment is at contractor’s office environment. The Contractor shall work at their company site with the exception of required travel to NATO Sites.

A Sole contractor must accomplish this work, and identified as the primary contractor for each sprint. In the event that the contractor leaves during the contract period, a new contractor who has the proven required qualifications and is evaluated qualified and suitable shall replace them, having received a training and handover of the performed history of the project. All normal NCI Agency Terms and Conditions apply.

The contractor will work under an NCI Agency contract. They will access the networks of the NCI Agency as a member of the JISR Centre under the supervision of JISRC/GeoMetOc/NATO DesGI Data Processing Section Head or delegated staff.

11 SPECIFIC REQUIREMENTS

Under the direction of the JISRC/GeoMetOc/NATO DesGI Data Processing Section Head the incumbent will perform the following duties:

Geospatial information quality assessment in compliance with NATO standards, which includes but is not limited to:

• Inventory data

• Assess data properties like spatial reference, format, coverage, metadata

• Compare with existing datasets to determine currency, gaps and overlaps in coverage

• Produce quality reports in various formats

Geospatial information Processing and management

• Standardization of data naming convention and data structure

• Create final Designated GI catalogues

• Maintaining metadata for source and final GI delivery

• Create or/and update basemaps (caches) reflecting the latest version of the designated GI

Project support, which includes but is not limited to:

• Documenting workflow at technical level

• Investigating improvements of quality and procedures

• Managing dissemination of GI

• Managing data holdings as per guidance

• Investigating in automation

• Advising supervisor on technical aspects and trends

• Performing related ad-hoc tasks as necessary

12 REQUIRED QUALIFICATIONS

[See Requirements]

13 GENERAL PROVISIONS

NCIA Recognised Business hours/Holidays: NCIA-The Hague official holiday schedule applies and will be provided to the contractor.

NCIA 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 except for the items specified and covered under NCIA Furnished Property and Services below.

NCIA Furnished Property and Services: Access to relevant Geospatial data processing networks can be provided by NCIA as agreed in sprint meetings.



Requirements

12 REQUIRED QUALIFICATIONS

• University degree at a nationally recognised/certified University in Geospatial Science, Geographic Information Systems (GIS), or other relevant scientific, engineering or geospatial related field supplemented by relevant GIS postgraduate qualifications.
• Or exceptionally, the lack of a university degree may be compensated by the demonstration of a candidate’s particular abilities or experience that is/are of interest to NCI Agency, that is, at least 6 years extensive and progressive expertise in duties related to the function of the post.
• Solid understanding of geographic matters: data types, data formats, coordinate systems, projections
• Minimum 5 years of experience in working with ArcGIS (desktop), which includes raster and complex vector data manipulation, Geo data management and inventorying
• Expert Knowledge in Microsoft Excel
• Fluent business English Professional

NOTE / HINWEIS:

EN: Please refer to Fuchsjobs for the source of your application

DE: Bitte erwähne Fuchsjobs, als Quelle Deiner Bewerbung