# 2026-0101 Office Support Services for ITM Recovery Project (NS) - TUE 28 Jul > EMW, Inc. · Braine-l'Alleud, Belgium (Hybrid) · Contract · Posted 2026-07-15 **Workplace:** hybrid **Department:** AAS ## Description **Deadline Date:** Tuesday 28 July 2026 **Requirement:** Project Office Support Services for the ITM Recovery Project **Location:** NCI Agency Braine l’Alleud, Belgium (50% on-site / 50% off-site) **Period of Performance:** As soon as possible but not later than 1 September 2026 until 31 December 2026, with the possibility to exercise the following options: 2027 Option: 1 January – 31 December 2027; 2028 Option: 1 January – 31 December 2028. **Required Security Clearance:** NATO SECRET **1\. INTRODUCTION** The ITM Recovery Increment 1 (ITM RC1) project will replace the legacy Automated Information Systems (AIS) NS classification network with a modernized ITM Operational Network (ON) at NS in a private cloud across the NATO Command Structure (NCS). The project structure includes 14 Work Packages, organized in 4 pillar teams with about 30 people interacting daily with each other and externally too. This RFQ falls under WP01 Project Management scope. **2\. OBJECTIVES** NCI Agency seeks to engage a qualified supplier to augment the existing Project Office Management (POM) team and provide an experienced project office professional, to achieve the following objectives: - Strengthen delivery governance and assurance across the project. - Provide surge capacity during periods of activities ramp-up or transition. - Ensure application of project management standards and reporting, tooling, and RAID/RIDAC processes to a consistent, sustainable baseline. - Deliver measurable improvements in schedule adherence, risk visibility, and stakeholder confidence. - Progressively transfer capability and knowledge to internal staff, reducing long-term contractor personnel dependency. **3\. SCOPE OF WORK** **3.1 Role Categories Required** Suppliers are invited to quote for a Deputy POM. NCIA requires the suppliers to provide CVs, rates, availability, evidence of relevant experience and approach to delivering the requested objectives (max 2 pages). After an initial screening, virtual interviews will be held with the shortlisted personnel to assess their applications. The Deputy Project Officer is expected to act as alternate to the NCIA POM officer. **3.2 Responsibilities & Deliverables** The Deputy Project Officer will work alongside project leadership to coordinate delivery across the project, maintain governance structures, ensure Work Packages are tracked to agreed baselines, and will be expected to: - Maintain detailed project plans, and status reports aligned to the NCIA’s methodology (NCIA is utilizing PRINCE2). - Support the PM and POM in project boards and steering committees; prepare board packs and decision papers. - Manage budgets including forecast-to-complete and variance reporting. - Maintain and continuously improve portfolio-level reporting dashboards (Jira / ServiceNow / Power BI / Excel). - Provide administrative and scheduling support to work package managers and project leadership. - Consolidate RAID data across projects; facilitate RIDAC reviews and escalation tracking. - Support benefits realisation tracking and milestone management. - Produce weekly and monthly portfolio status reports for senior leadership (scope, schedule, budget, RAG). - Maintain the programme document library and governance calendar. - Track actions and decisions; circulate meeting minutes and follow up on action owners. - Maintain resource trackers, cost logs, and procurement schedules. - Populate the Lessons Learnt register. - Propose improvements to PMO operating processes and project governance. - Onboard new project team members into project tooling and processes. Most of the tasks described above will provide the analytical and reporting backbone of the PMO, ensuring leadership has accurate, timely, actionable portfolio data. The Contractor personnel will be part of a team and will provide services using Agency tools and reporting. This will include weekly scrum meetings to track progress and more asynchronous meetings based on the deliverables listed further in this RFQ. **3.3 Standards & Methodology** \[See Requirements\] There is a need to define a set of specific arrangements between the NCIA POC and the Contractor personnel that specifically defines the deliverables to be provided for the duration of the contract. In particular, it is expected that in the first 4 months of the contract, a baseline set of project management products will be delivered, which, if they pass a deliverable quality gate metric, will activate the exercise of the further contract options. After month 5, these baseline deliverables will be further matured and scaled. The delivery will include planning, execution, and review processes, which are detailed below: **3.4 Sprint Planning** **Objective:** Plan the objectives for the upcoming sprint, as a part of the overall plan. **Kick-off meeting:** The Contractor personnel shall conduct a monthly meeting with the ITM-RC1 POC to plan the objectives of upcoming months and review the 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 monthly meeting minutes. **Agree resourcing:** Agree on the required level of effort for the various monthly tasks. **Backlog review:** Review and prioritise the backlog of tasks, issues, and improvements from previous months. **Payment assessment:** Assess each payment milestone cycle duration of one calendar month. State of completion and validation of each monthly status and sign off monthly to be submitted for payment as covered in the Deliverables and Payment Milestones sections. **3.5 Sprint Execution** **Objective:** Contractor personnel to execute the agreed sprint plans with continuous monitoring and adjustments. **Weekly meetings:** Between the ITM-RC1 POC and the Contractor personnel to review sprint progress, address issues, and make necessary adjustments to the processes or production methodology. The meetings will be conducted physically in the office, or remotely with NCIA electronic means, as planned by the BCM. **Continuous improvement:** The Contractor personnel shall establish a continuous feedback loop to gather input from stakeholders for ongoing improvements and their subsequent implementation, depending on NCIA approval. **Progress tracking:** The Contractor personnel shall use a shared dashboard or tool to track the status of the month’s deliveries and any issues. **Quality assurance:** The Contractor personnel shall ensure that the quality standards agreed for the month’s deliverables are maintained throughout the month. **Quality control:** NCIA to perform the final quality control of the agreed deliverables and provide feedback on any issues. **3.6 Sprint Review** **Objective:** Review the monthly performance and identify areas for improvement. At the end of each month, there will be a meeting between the NCIA POC and the Contractor personnel to review the outcomes against the acceptance criteria comprising monthly goals, agreed quality criteria, and Key Performance Indicators (KPIs). Specific actions will be defined to address issues and enhance the next sprint. **3.7 Sprint Payment** For each sprint to be considered complete and payable, the Contractor personnel must report the outcome of their work during the sprint, first verbally during the previous sprint review meeting and then in writing within five days after the month’s end date. A report must be sent by email to the NCIA service manager, listing all the work achieved against the agreed tasking list set for the month. The Contractor personnel’s payment for each sprint will depend on the achievement of agreed acceptance criteria for each task, defined at the month planning stage. This will include specific delivery targets, quality standards, as well as Key Performance Indicators (KPIs) for each task/sprint. Payment is dependent upon successful acceptance as set out in the planning and review meetings above, and will follow the payment milestones, which include a completed Delivery Acceptance Sheet (DAS). Invoices shall be accompanied by a Delivery Acceptance Sheet (DAS) signed by the Contractor and the project authority. If the Contractor personnel fail to meet the agreed acceptance criteria for any task, NCIA reserves the right to withhold payment for that task/sprint. At the end of the project, the Contractor personnel shall provide a Project Closure Report summarizing the activities undertaken and completed during the period of performance at a high level. In addition, the Contractor personnel will continuously strive to document processes and methodology so a handover set can be delivered to the purchaser. **4\. 2026 BASE: PERIOD OF PERFORMANCE (1 SEPTEMBER 2026 TO 31 DECEMBER 2026)** The following are expected from this Statement of Work: Completion of the activities/tasks agreed in each sprint meeting as per the Scope of Work section above, and associated deliverables. Produce sprint completion reports (format: e-mail update), which include details of activities performed and the list of deliverables of the week. The Contractor personnel will participate in the daily reporting and planning activities (daily stand-ups) as well as the required participation in workshops, meetings, 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 month, upon completion and validation of each sprint and at the end of the monthly milestone, following the acceptance of the sprint report. NCIA reserves the possibility to exercise options, during the same scrum deliverable timeframe, at a later time, depending on the project priorities and requirements. Payment is dependent upon successful acceptance of the month report and the Delivery Acceptance Sheet (DAS). Invoices shall be accompanied by a Delivery Acceptance Sheet (DAS) signed by the Contractor and the NCIA POC. **Deliverable D1:** Up to 4 sprints containing all deliverables described in the Responsibilities & Deliverables section. Number of sprints will be adjusted based on actual starting date. **Payment Milestone D1:** Upon completion of each sprint acceptance. **5\. 2027 OPTION: PERIOD OF PERFORMANCE 1 JANUARY 2027 TO 31 DECEMBER 2027** **Deliverable D2 – 2027 OPTION (if 2027 option is exercised):** Up to 12 reports. **Cost Ceiling D2:** Price per report will be determined by applying the price adjustment formula as outlined in CO-115786-AAS+ Special Provisions article 6.5. **Payment Milestone D2:** Milestones will be upon completion of each sprint acceptance. **6\. 2028 OPTION: PERIOD OF PERFORMANCE 1 JANUARY 2028 TO 31 DECEMBER 2028** **Deliverable D3 – 2028 OPTION (if 2028 option is exercised):** Up to 12 sprints. **Cost Ceiling D3:** Price per sprint will be determined by applying the price adjustment formula as outlined in CO-115786-AAS+ Special Provisions article 6.5. **Payment Milestone D3:** Milestones will be upon completion of each sprint acceptance. **7\. COORDINATION AND REPORTING** The Contractor personnel shall participate in daily status update meetings, planning meetings, and other meetings, physically in the office, or in person via electronic means using conference call capabilities, according to the project manager’s instructions. For each report to be considered complete and payable, the Contractor personnel must report the outcome of their work during the reporting period, first verbally during the specific meeting and then in writing within three (3) days after the reporting period’s end date. The format of this report shall be a short email to the NCIA point of contact mentioning briefly the work performed and the development achievements during the month. The Contractor personnel shall organize and/or participate in project meetings, or any other ITM meetings when asked by the PO, physically in the office or in person via electronic means, according to the project manager’s instructions. The Contractor personnel shall agree weekly with the PO on a schedule of work, products, and delivery dates, which will form the basis of the monthly deliverables report. The monthly deliverables report will support the monthly invoicing. **8\. PURCHASER FURNISHED EQUIPMENT** The Purchaser will provide the Contractor personnel a standard IT work position setup to allow access to the necessary networks, IT systems, and tools. The Contractor personnel shall follow the Purchaser’s policies and procedures and take due care of the Purchaser-furnished equipment. Access to relevant environments and licenses to commercial third-party libraries required to perform the contract will be provided by NCIA. At the end of the project, the Contractor personnel shall provide a Project Closure Report summarizing the activities during the period of performance at a high level. **9\. SCHEDULE** It is expected the service starts as soon as possible but no later than 1 September 2026 and ending no later than 31 December 2026. If the 2027 option is exercised, the period of performance is 1 January 2027 to 31 December 2027. If the 2028 option is exercised, the period of performance is 1 January 2028 to 31 December 2028. **10\. CONSTRAINTS** All 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. **11\. SECURITY** Delivering services under this SoW requires a valid NATO SECRET security clearance. Any resource proposed for this SoW requires a valid NATO SECRET security clearance prior to the start of the engagement. All deliverables of this project will be considered NATO UNCLASSIFIED or NATO RESTRICTED, and access to the NCIA Business networks will be required. **12\. PRACTICAL ARRANGEMENTS** The Contractor personnel will be required to work 50% on site at NCI Agency Braine-L’Alleud (BEL). **Business Hours (NCIA Braine-L’Alleud):** Monday to Thursday 0830–1730 and Friday 0830–1530 (CET). **Contractor Furnished Services** The Contractor personnel will be provided with a Reach Laptop and access to information 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 out by ONE (1) RESOURCE. **13\. TRAVEL** Travel to the other main NCI Agency locations (Mons (BEL), Brussels (BEL), The Hague (NLD)) and other sites within NATO will be required to complete these tasks. This travel is anticipated 10 times annually for the Deputy Project Officer and 4 times annually for the PMO analyst. This task order requires scheduled travel as detailed in this section, consisting of up to 14 visits to Mons, Brussels, and The Hague, for a maximum of 3 working days each visit. The travel, lodging, and associated expenses for travel are included in the price of the bid (NTE), such that the Purchaser shall not be invoiced. Extraordinary Travel (Purchaser Directed Travel) may be required to other NATO or non-NATO locations as necessary. In the event of such unforeseen meetings being called, the cost of all travel and subsistence will be addressed through a contract amendment. Extraordinary Travel expenses will be reimbursed in accordance with Article 5.5 of the AAS+ Framework Contract. Such costs will be set as a separate PO line with a not-to-exceed value to cover and reimburse actual expenses upon submission of all receipts and invoices in line with NCIA processes. **14\. ADDITIONAL COMMENTS** These services require administrative skills, but some technical expertise would be beneficial. The following would be considered an advantage for the Contractor personnel: Facility to design and implement relational databases in MS database or Power BI. ## Requirements **3.3 STANDARDS & METHODOLOGY** Contractor personnel must be able to demonstrate expertise and knowledge of the following. The Deputy Project Officer will be expected to be expert in**:** - At least one recognised delivery methodology (PRINCE2, MSP, PMI-PMP, SAFe, or equivalent). - Experience with the Organisation’s specific tooling environment: Jira, ServiceNow, MS Project, and SharePoint. Experience with similar tools will be accepted. - Relevant sector experience (e.g., financial services, public sector, infrastructure, or IT transformation). - Proficiency and experience in taking meeting minutes and drafting comprehensive summaries. - Proficiency and experience in managing a Microsoft SharePoint portal. - At least five (5) years of experience in project management support. - Good knowledge of project management principles, practices, and procedures. - Proficiency in the use of the Microsoft Office Suite. - Thorough knowledge of the English language, both written and spoken, including the ability to write concise texts and instructions for different audiences. - Ability to establish and maintain effective working relationships with stakeholders, with a positive attitude. **11\. SECURITY** - Delivering services under this SoW requires a valid NATO SECRET security clearance. **14\. ADDITIONAL COMMENTS** These services require administrative skills, but some technical expertise would be beneficial. The following would be considered an advantage for the Contractor personnel: - Facility to design and implement relational databases in MS database or Power BI. ## Apply [Apply at EMW, Inc.](https://apply.workable.com/emw/j/64D11AE0C9/apply) --- Powered by [Workable](https://www.workable.com)