2025-0324 Logistics Support for Academy Learning Environment (NS) - FRI 31 Oct Oeiras

Deadline Date: Friday 31 October 2025

Requirement: Logistics Support for the Academy Learning Environment (ALE)

Location: Oeiras, PT

Full Time On-Site: Yes

Time On-Site: 100%

Period of Performance: 2025 BASE: As soon as possible but not later than 1st December to Dec 31st, 2025 with possibility to exercise the following options:

2026 Option: 1st January 2026 until 31st December 2026

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

Required Security Clearance: NATO SECRET

1 INTRODUCTION

The NATO Communications and Information Academy (NCI Academy) offers training on both static and deployed NATO communication and information systems (CIS). This includes Consultation, Command, Control, Communications and Intelligence, Surveillance and Reconnaissance (C4ISR), as well as cyber security and cyber defence. Moreover, the NCI Academy plays an instrumental role in designing, developing, and rolling out new learning solutions. This is achieved through comprehensive analysis of training requirements and by leveraging
- edge learning technologies.

The NCI Academy also provides a range of education and training services through its Academy Learning Environment (ALE). The ALE governs and strategically coordinates the systems and infrastructure that deliver training, including the Training Management System (TMS), Learning Management System (LMS), Academy Training Network (ATN), and future components such as the Adaptive Learning Platform. These systems support multiple delivery methods, such as classroom training, mobile training, Virtual Instructor-Led Training (VILT), and
- paced training. The ALE relies on technological elements like
- hosted services (TMS, LMS), virtual environments via the ATN, local networks, and a Virtual Desktop Infrastructure (VDI) that enables remote access.

The NCI Academy is outsourcing the logistics support function for the ALE. This function covers the inventory and stock management, asset and configuration management, lifecycle management, acquisitions, disposal, and the administration of contracts, including Infrastructure-as-a-Service (Iaa
S) agreements that sustain ALE systems. The contractor will provide the service in close collaboration with, and report to, the Academy Technical Capability (Te
C) Team to ensure accuracy, compliance, and efficiency in all
- related processes.

2 OBJECTIVE

The objective of this service is to ensure the effective, accurate, and compliant management of all logistics activities supporting the Academy Learning Environment (ALE). The Contractor shall support the Academy Technical Capability (Te
C) Team by delivering the following outcomes:

Assets and Configuration Management: Develop and optimise assets and configuration management processes and tools for the ALE, ensuring efficient and effective management in line with Agency standards.

Data Collection and Maintenance: Collect and maintain asset and configuration data in the approved Agency databases, conduct regular housekeeping of records, manage security and access, and produce comprehensive reports.

Lifecycle Management: Support the full lifecycle of ALE assets, from acquisition through maintenance to disposal, including the identification and replacement of obsolete CIS and maintaining accurate records through audits and inventory checks.

Warehouse and Stock Management: Manage and maintain ALE-related stocks and spares, ensuring availability to meet operational needs, efficient use of storage space, and effective monitoring of stock levels.

Acquisition and Contract Support: Provide logistical input to acquisition processes, and manage ALE-related supplier and service contracts, including Infrastructure-as-a-Service (Iaa
S) agreements, ensuring performance and compliance.

Disposal and Obsolescence: Coordinate the secure disposal of obsolete assets and maintain compliance with Agency rules, including full documentation for audit and accreditation.

Compliance and Audit Support: Ensure all logistics activities are conducted in accordance with NATO and Agency policies, and provide support for audits and inspections (NOS, Accreditor, ISO 9001).

3 SCOPE OF WORK

The main activities are as follows:

The SOW covers the following main activities to be executed:

The Contractor shall establish and maintain effective asset and configuration management processes for the ALE, ensuring accuracy, compliance, and transparency of all data. This includes:

• Conducting a 100% initial inventory of ALE assets and establishing baseline records.
• Collecting, uploading, and maintaining asset and configuration data in Agency-approved tools (e. g. , BMC Discovery, Atrium CMDB).
• Performing daily housekeeping, including entry logs of asset collection, movements, and updates.
• Developing, documenting, and maintaining Standard Operating Procedures (SOPs).
• Producing monthly and
  - hoc ACM reports (e. g. , maintenance plans, asset status, usage metrics).
• Implementing and monitoring access control and compliance with Agency security policies.

The Contractor shall support the full lifecycle management of ALE assets, from acquisition through to disposal, ensuring accuracy and compliance. This includes:

• Monitoring and managing the lifecycle of ALE assets.
• Identifying obsolete or
  -
  - life assets and planning replacement or decommissioning.
• Maintaining a complete audit trail of lifecycle events.

The Contractor shall manage the ALE warehouse, spares, and consumables to ensure efficient use of space, stock availability, and compliance with storage requirements. This includes:

• Developing and implementing a warehouse management plan.
• Tracking, storing, and distributing spares to meet operational requirements.
• Monitoring and reporting stock levels and conditions.
• Producing monthly and
  - hoc stock reports.

The Contractor shall provide logistical input to ALE acquisitions and support the management of contracts, including Infrastructure-as-a-Service (Iaa
S) agreements. This includes:

• Providing logistical support to acquisition processes.
• Supporting administration and monitoring of ALE contracts.
• Tracking supplier performance and escalating issues to the Te
  C Team when required.

The Contractor shall manage the disposal of ALE assets, ensuring secure, compliant, and fully documented processes. This includes:

• Planning and coordinating disposal of ALE assets in line with Agency policy.
• Ensuring 100% traceability of disposed items with full supporting documentation.

The Contractor shall ensure all ALE logistics activities are compliant with NATO and NCI Agency policies, and shall support external and internal audits. This includes:

• Ensuring compliance with NATO and Agency standards.
• Providing records and documentation for audits (NOS, Accreditor, ISO9001).
• Contributing to continuous improvement of logistics processes.

The services related to the activities above will be delivered in Sprints, and each sprint will have the duration 5 working days and it can be executed by one resource.

The content and scope of each sprint will be agreed during the
- planning meetings as covered in this section 4.

4 SPRINTS PLANNING, EXECUTION, REVIEW AND PAYMENT

Due to the AGILE approach of this project, the deliverables will be provided for each sprint as well as their associated acceptance criteria at the beginning of the sprint. This includes sprint planning, execution and review processes, which are detailed below:

4. 1 Sprint Execution

Objective: Contractor’s personnel to execute the agreed “sprint plans” with continuous monitoring and adjustments.

Regular meetings between NCIA and the Contractor’s personnel to review sprint progress, address issues, and make necessary adjustments to the processes or production methodology. The Meetings will be physically in the office.

Continuous improvement: Contractor’s personnel 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’s personnel to use a shared dashboard or tool to track the status of the sprint deliveries and any issues.

Quality Assurance/Quality Check: Contractor’s personnel 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.

4. 2 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 NCIA and the Contractor’s personnel 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. 3 Sprint Payment

Payment Schedule will be monthly for the completed and accepted sprints within the month.

For each 4 (four) sprints to be considered as complete and payable, the Contractor’s personnel must report the outcome of their service during the sprint, first verbally during the retrospective sprint review meeting and then in writing within five days after the 4th sprint’s end date. A report must be sent by email to the NCIA service manager, listing all the service achieved against the agreed tasking list set for the sprint.

The contractor's payment 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)

Invoices shall be accompanied with a Delivery Acceptance Sheet (DAS) – (Annex A) signed by the Contractor’s personnel and project authority.

If the Contractor’s personnel fails to meet the agreed Acceptance criteria for any task, the NCIA reserves the right to withhold payment for that task/sprint.

5 DELIVERABLES AND PAYMENT MILESTONES

The following deliverables are expected from the service on this Statement of Work:

1) Complete the activities/tasks agreed in each sprint meeting as per sections 3 and 4 above.

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

3) The contractor will participate in the daily reporting and planning activities (daily
- ups) as well as the required participation in workshops, events and conferences related to the supported services, as requested by the service delivery manager.

4) Payment schedule will be according to the payment milestones upon completion of the respective sprint. Upon completion and validation of each sprint and at the end of the monthly milestone, following the acceptance of the sprint report.

5) The Purchaser (NCIA) reserves the right to exercise a number of options of one or more sprints based on the same deliverables, at a later time, depending on the project priorities and requirements, at the following cost: for base year (2025) at the same cost, for following years (2026- 2027) the Price Adjustment Formula will be applied in accordance with paragraph 6. 5 of the Framework Contract Special Provisions.

6) The payment shall be dependent upon successful acceptance of the sprint report and the Delivery Acceptance Sheet (DAS) – (annex B).

7) Invoices shall be accompanied with a Delivery Acceptance Sheet (annex B) signed by the contractor and the NCIA POC

2025 BASE: 10 November 2025 to 31 December 2025

Deliverable: 4 sprints of support (Number of sprints is estimated and will be adjusted based on actual starting date. )

Payment Milestones: Monthly payment for the completed and accepted sprints within the month. Completion of each sprint shall be accompanied documented in Delivery Acceptance Sheet (DAS) – (Annex B), signed for acceptance by the Purchaser’s authorized point of contact and the Contractor

2026, 2027 OPTIONS: 01 JANUARY TO 31 DECEMBER 2026/2027

Deliverable: Up to 46 sprints per each year

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: Monthly payment for the completed and accepted sprints within the month. Completion of each sprint shall be accompanied documented in Delivery Acceptance Sheet (DAS) – (Annex B), signed for acceptance by the Purchaser’s authorized point of contact and the Contractor

6 SERVICE KPIS AND PENALTIES

The Contractor’s performance will be continuously monitored by the Academy Technical Capability (Te
C) Team.

Performance reviews will take place on a monthly basis, aligned with sprint assessments and reporting cycles. Performance shall be assessed against the following expected outcomes:

KPI01: Completion of sprint tasks: Complete planned sprint activities as scheduled

Performance Threshold: ≥ 90 % of sprint tasks completed

Corrective action: If <90% in a month, submit an improvement plan within 5 working days.

Penalty: If below threshold for a third month within a rolling 6-month period, 2% deduction (monthly invoice)

Method of Report: Sprint review summary

KPI02 Audit readiness and compliance: Maintain readiness and respond promptly to audit requests

Performance Threshold: Up to 2
- severity findings with responsiveness of over 3 working days

Corrective action: For audit findings or late responses, submit a corrective plan within 5 working days.

Penalty: Any
- severity
- conformity = 5% deduction (monthly invoice); late audit response (>3 WD) = 1% deduction per occurrence

Method of Report: Audit records and Te
C assessment

KPI03 Traceability of disposals and lifecycle events: Maintain complete documentation for all disposals

Performance Threshold: 95 % traceability

Corrective action: Provide missing disposal/lifecycle documentation within 5 working days.

Penalty: If not provided by the deadline or for repeated misses, 2% deduction per event (monthly invoice).

Method of Report: Monthly lifecycle/disposal report

KPI04 Service quality and collaboration: Deliver
- quality outputs and maintain good communicateon with stakeholders

Performance Threshold: ≥ 4 / 5 average stakeholder satisfaction

Corrective action: If average satisfaction <3 in a month, deliver improvement actions within 10 working days.

Penalty: If average <3 for three months within a rolling 6-month period, 3% deduction (monthly invoice).

Method of Report: Monthly feedback and review meeting

KPI05 Lifecycle management and obsolescence tracking: Maintain and update lifecycle and replacement plans

Performance Threshold: ≥ 90 % of lifecycle plans updated quarterly

Corrective action: Deliver/update lifecycle and replacement plans within 10 working days.

Penalty: Missing or overdue quarterly updates = 1% deduction per missed update (monthly invoice).

Method of Report: Quarterly lifecycle report

KPI06 Warehouse and stock accuracy: Maintain accurate warehouse inventory and spare availability

Performance Threshold: ≥ 90 % accuracy and ≥ 95 % availability

Corrective action: When thresholds are missed, submit cor