2024-0209 Logistics Management & Integrated Logistic Support (NS) - FRI 14 Feb

Deadline Date: Friday 14 February 2025

Requirement: Logistics Management & Integrated Logistic Support

Location: Brunssum, NL

Full Time On-Site: Yes

Period of Performance: Base 2025: 01 July (tentative) to 31 December 2025

2026 Option: 01 January to 31 December 2026

2027 Option: 01 January to 31 December 2027

2028 Option: 01 January to 31 December 2028

Required Security Clearance: NATO SECRET

Bidding Instructions - Technical Proposal

Bidders shall submit CV’s and attestation of the proposed assigned specialist.

1. Introduction

1.1. Problem Statement

NIMSC Land/ Air (NIMSC LA) Business Unit and Deployable CIS Services (NIMSC DCIS) currently does not have a Logistics Management (LM) and Integrated Logistic Support (ILS) capability, and is consequently unable to maximise strategic partnering, effectively bridge the gap between NIMSC LA, NIMSC DCIS, ACQ, CSO CSSC, the requirements holders and commercial partners in support of service delivery.

1.2. Outcome

The Contractors specialist shall, by strategic partnering of NIMSC stakeholders, deliver full end-to-end LM and ILS support; bridging the capability gaps, ensuring effective NATO Support to Missions and Services, identify synergies and opportunity for continuous improvement.

1.3. Output

The Contractors specialist shall, provide those services defined in section 3 - Scope of Work; to ensure required outcome defined in section 1.2.

2. Standards for interpretation of the SOW

Throughout the SOW, the following standards shall apply:

“Shall” statements express contractor requirements. These statements are contractually binding and express mandatory requirements, departure from such task are not permissible without formal agreement between the Purchaser and the Contractor.

“Will” statements express a provision or service by the Purchaser or an intention by the Purchaser in connection with a requirement of the Contractor. The Contractor is implicitly authorized to rely on such service or intention.

“Include”

Whenever requirements are stated herein to “include” a group of items, parameters, or other considerations, “include” means, “include but not limited to”.

Section, tasks and paragraph

Whenever reference is made to a section, tasks, or paragraph, the reference includes all subordinate and referenced paragraphs.

Parties

The order of the SOW requirements is not intended to specify the order in which they must be carried out unless explicitly stated. The SOW defines the activities the Contractor’s process shall cover, i.e. the Contractor’s implementation plans determine the timing of Contractor detailed activities and approved by the Purchaser.

For purposes of the SOW, the term "the Purchaser" means the NATO Communications and Information Agency (NCI Agency) and its authorized representatives.

For purposes of the SOW, the term "the Contractor" means any entity(s) that NATO Communications and Information Agency (NCI Agency) will authorise to implement the activities and processes covered through this SOW.

For purposes of the SOW, the term "Host Nation" means the Joint Force Command Brunssum.

For purposes of the SOW, the term "Requirements Holders" means the NIMSC Land/ Air (NIMSC LA) Business Unit and Deployable CIS Services (NIMSC DCIS) or its authorised representatives.

3. Scope of work

The Contractor is required to provide a specialist, who is specialised in Logistics Management and Integrated Logistics Support, to the NCI Agency- NIMSC Land/Air (NIMSC LA) Business Unit and Deployable CIS Services (DCIS); and who will:

3.1. Coordinate monitor and track all procurements in support of NIMSC Land/ Air portfolio and Deployable CIS Services, in support of Service and Project Managers, utilizing NATO tools and systems (EBA and SharePoint).

Acceptable Quality Level (AQL)

A: Tracks using NCIA EBA tool set, ACQ progress IR to PR & PR to PO upon a daily basis.

B: Updates NIMSC Sharepoint Portal upon a weekly basis with procurement progress and recommendations.

C: Delivers a monthly written Procurement Status and related Capital Expenditure budget Report; highlighting Problems, Issues, Trend and Analysis, Risks and recommended Solutions.

Reporting monthly to the NIMSC Senior Service Delivery Manager Land/ Air Business Unit status of all Procurements and related Capital Expenditure budgets within the NIMSC Land/ Air Business Unit and DCIS portfolio.

3.2. As part of the Continuous Improvement process, utilizes Kanban and Lean techniques to identify process bottlenecks and opportunities for End-to-End ILS process improvements and process synergies.

AQL

A: Tracks and Documents upon a daily basis, any opportunities for Continuous Improvement and process synergies.

B: Updates NIMSC SharePoint Portal upon a weekly basis with any opportunities for Continuous Improvement and process synergies and recommendations.

C: Delivers a monthly written Continuous Improvement Report, detailing Opportunities for Continuous Improvement in Logistic Management and the Integrated Logistic Support chains; highlighting Problems, Issues, Trend and Analysis, Risks and recommended Solutions.

Reporting monthly to the NIMSC Senior Service Delivery Manager Land/ Air Business Unit opportunities for process improvements and synergies.

3.3. Foster and build strategic partnerships and effective customer relationship management within NCI Agency, other NATO entities, Commercial and Industry partners, in execution of duties.

AQL

A: Tracks and Documents upon a daily basis, any Customer engagements.

B: Updates NIMSC SharePoint Portal upon a weekly basis, with any Customer Engagements Outcomes and recommendations.

C: Delivers a monthly written Customer Engagement Report, detailing Customer Engagements and Outcomes; highlighting Problems, Issues, Trend and Analysis, Risks and recommended Solutions.

Reporting monthly to the NIMSC Senior Service Delivery Manager Land/ Air Business Unit all partner and customer engagement, including Outcomes and Output.

3.4. Coordinate, monitor and track all NIMSC Land/ Air portfolio and Deployable CIS Services Inventories and stock (level 1, level 2 and level 3 Consumables and Spares), in support of NIMSC Service and Project Managers; utilizing NATO tools and systems.

AQL

A: Tracks and Documents upon a daily basis, Inventory stocks (level 1, 2 and 3 Consumables and Spares) collaborating with the Service Managers and Project Managers.

B: Updates NIMSC SharePoint Portal upon a weekly basis the Inventory and Stock Level status and recommendations.

C: Delivers a monthly written Inventory and Stock Level Report, detailing status of all Level 1, 2 and 3 Consumables and Spares; highlighting Problems, Issues, Trend and Analysis, Risks and recommended Solutions.

Reporting monthly to the NIMSC Senior Service Delivery Manager Land/ Air Business Unit status of all Inventories and Stock levels related to NIMSC Land Air Business Unit and DCIS Portfolio.

3.5. In coordination with the Senior Service Delivery Manager Land/ Air Business Unit, supporting Service Delivery Managers and Product Owners, monitoring and tracking all NIMSC Land/ Air Business Unit and DCIS Services obsolescence plans, with a 5 year out perspective.

AQL

A: Tracks and Documents upon a daily basis, the Service Managers 5 year Obsolescence Plans, collaborating with the Service Managers.

B: Updates NIMSC SharePoint Portal upon a weekly basis the Service Managers 5 year Obsolescence Plan, changes and recommendations.

C: Delivers a monthly written Service Management 5 year Obsolescence plan Report, detailing changes to previous report; highlighting Problems, Issues, Trend and Analysis, Risks and recommended Solutions.

Reporting monthly to the NIMSC Senior Service Delivery Manager Land/ Air Business Unit status of all related supporting Service and Product 5 year Obsolescence plans.

3.6. In addition assists the NIMSC Land/ Air Business Unit and DCIS Senior Service Managers in there, monitoring and tracking of NIMSC Land/ Air Business Unit and DCIS Services Capital Expenditure (CAPEX) budgets.

3.7. In addition assists the NIMSC Information Knowledge Manager, in their development of tools for document management, monitoring and tracking all the above requirements; interfacing NATO tools and systems in an efficient manner so not to duplicate work effort.

4. General Requirements

The Purchaser will provide a fixed office space within the Host Nation complex, which meets Host Nation standards.

The working environment will be a normal office environment within the Host Nation complex, but Remote and Mobile working will be permitted, as and when necessary; with the prior approval of the NCI Agency Senior Service Delivery Manager, Land/ Air Business Unit or his delegated staff.

The services will be provided during normal office hours, maximum 220 days per calendar year, following the Host Nation calendar.

The Purchaser will provide one NATO R*STRICT*D REACH laptop computer and NCIA iPhone to the Contractor during the execution of the Contract. In addition the Purchaser will also provide CIS assets necessary for Remote and Mobile working.

Access to the relevant NCIA networks and software tools will be provided as necessary by the Purchaser.

At end of contract, the Contractor shall ensure the return of the laptop, all issued CIS assets and iPhone to the Purchaser.

The Contractor will provide a specialist who will be designated the Logistics Support Manager, reporting to NCI Agency Senior Service Delivery Manager, Land/ Air Business Unit or his delegated staff; and shall support the activities listed within Section 3 - Scope of Work; with guidance from the NIMSC Senior Service Delivery Manager, Land/ Air Business Unit or his delegated staff.

These services shall be provided by the Contractors specialist in close coordination and collaboration with the NIMSC Senior Service Delivery Manager, Land/ Air Business Unit or his delegated staff.

5. Payment schedule

Payments shall be dependent upon the successful acceptance of each defined Deliverable set out under Section 3 Scope of Work; and in section 5 table (below) upon the validation of the Daily, Weekly and Monthly Deliverables as set out under Section 3 Scope of Work.

All Invoices shall be accompanied with a Delivery Acceptance Sheet (DAS, Annex A) signed by the Contractor and Purchaser representative (NIMSC Senior Service Delivery Manager, Land/ Air Business Unit or his delegated staff).

The following are expected as detailed in this statement of work, Section 3 Scope of Work:

5.1. 2025 BASE performance: 01July 2025 – 31Dec2025:

Item 1: Section 3.1- Coordinate, monitors and tracks all procurements in support of NIMSC Land/ Air portfolio and Deployable CIS Services, in support of Service and Project Managers, utilizing NATO tools (EBA).

Due Date: Monthly (28th)

Value (of total contract): 20% of Base Period Price (divided by 6)

Item 2: Section 3.2- As part of the Continuous Improvement process, utilizes Kanban and Lean techniques to identify process bottlenecks and opportunities for End-to-End ILS process improvements and process synergies.

Due Date: Monthly (28th)

Value (of total contract): 20% of Base Period Price (divided by 6)

Item 3: Section 3.3- Foster and build strategic partnerships and effective customer relationship management within NCI Agency, other NATO entities, Commercial and Industry partners, in execution of duties.

Due Date: Monthly (28th)

Value (of total contract): 20% of Base Period Price (divided by 6)

Item 4: Section 3.4- Coordinate, monitor and track all NIMSC Land/ Air portfolio and Deployable CIS Services Inventories and stock (level 1, level 2 and level 3 Consumables and Spares), in  support of NIMSC Service and Project Managers; utilizing NATO tools and systems.

Due Date: Monthly (28th)

Value (of total contract): 20% of Base Period Price (divided by 6)

Item 5: Section 3.5- In coordination with the Senior Service Delivery Manager Land/ Air Business Unit, supporting Service Delivery Managers and Product Owners, monitoring and tracking all NIMSC Land/ Air Business Unit and DCIS Services obsolescence plans, with a 5 year out perspective.

Due Date: Monthly (28th)

Value (of total contract): 20% of Base Period Price (divided by 6)

Payment conditions:  The payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet (DAS)

5.2 2026, 2027 and 2028 OPTIONAL PERFORMANCE:

01Jan2026 – 31Dec2026, 01Jan2027 – 31Dec2027 and 01Jan2027-31Dec2028

Item 1: Section 3.1- Coordinate, monitors and tracks all procurements in support of NIMSC Land/ Air portfolio and Deployable CIS Services, in support of Service and Project Managers, utilizing NATO tools (EBA).

Due Date: Monthly (28th)

Value (of total contract): 20% of Base Period Price (divided by 12)

Item 2: Section 3.2- As part of the Continuous Improvement process, utilizes Kanban and Lean techniques to identify process bottlenecks and opportunities for End-to-End ILS process improvements and process synergies.

Due Date: Monthly (28th)

Value (of total contract): 20% of Base Period Price (divided by 12)

Item 3: Section 3.3- Foster and build strategic partnerships and effective customer relationship management within NCI Agency, other NATO entities, Commercial and Industry partners, in execution of duties.

Due Date: Monthly (28th)

Value (of total contract): 20% of Base Period Price (divided by 12)

Item 4: Section 3.4- Coordinate, monitor and track all NIMSC Land/ Air portfolio and Deployable CIS Services Inventories and stock (level 1, level 2 and level 3 Consumables and Spares), in  support of NIMSC Service and Project Managers; utilizing NATO tools and systems.

Due Date: Monthly (28th)

Value (of total contract): 20% of Base Period Price (divided by 12)

Item 5: Section 3.5- In coordination with the Senior Service Delivery Manager Land/ Air Business Unit, supporting Service Delivery Managers and Product Owners, monitoring and tracking all NIMSC Land/ Air Business Unit and DCIS Services obsolescence plans, with a 5 year out perspective.

Due Date: Monthly (28th)

Value (of total contract): 20% of Base Period Price (divided by 12)

Payment conditions:  The payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet (DAS)

6. Period of Performance

The period of performance for base period is from 1st July 2025 to 31st December 2025.

If exercised:

2026- Option period of performance is 1st January 2026 to 31st December 2026.

2027- Option period of performance is 1st January 2027 to 31st December 2027.

2028- Option period of performance is 1st January 2028 to 31st December 2028.

7. Travel

The Contractors specialist may be required to travel to other NCI Agency or NATO locations for completing these tasks. Travel expenses will be funded, reimbursed and invoiced separately, in accordance with the NCIA Travel Directives.

8. Constraints

All the documentation provided under this Statement of Work will be based on NCI Agency templates and/or agreed with the NCI Agency Senior Service Delivery Manager, Land/ Air Business Unit or his delegated staff.

All developed solutions, tools and reports under this statement of work will be property of the Purchaser.

9. Qualifications

[See Requirements]

9. Qualifications

Delivery of the services within this SOW requires the Contractor to provide a specialist with the following qualifications and experience:

• Shall have a valid NATO SECRET security clearance for the duration Period of Performance: (AQL:  Only a valid NATO security clearance is acceptable- no equivalents will be accepted.)
• Shall have a proven record in Customer Relationship Management, and ability to communicate effectively with NATO civilian staff, Military staff and Commercial Partner staff, at all levels. (AQL: At least 10 years’ prior Military Service. At least 5 years’ prior Commercial experience. At least 5 years’ prior NATO experience (in particular with NCI Agency).)
• Shall have a thorough understanding of NCI Agency C2 structure and service lines. (AQL: At least 5 years’ prior NATO experience (in particular with NCI Agency).)
• Shall have a thorough understanding NCIA EBA tool set. (AQL: At least 5 years’ experience using NCIA EBA tool set)
• Shall have a thorough understanding NCIA ITSM tool set. (AQL: At least 5 years’ experience using NCIA ITSM tool set)
• Shall have a thorough understanding of NATO Allied Operations and Mission processes and procedures. (AQL: At least 5 years’ experience of NATO Allied Operations and Mission processes and procedures.)
• Shall have a thorough understanding of NATO DCIS processes and procedures. (AQL: At least 5 years’ experience of NATO DCIS processes and procedures (in particular NCI Agency NIMSC DCIS processes and procedures).
• Shall have a thorough understanding of NATO Acquisition processes and procedures (AQL: At least 5 years’ experience of NATO Acquisition processes and procedures (in particular NCI Agency processes and procedures).
• Shall have a thorough understanding of OLA and SLA processes and procedures (AQL: At least 3 years’ experience of NATO OLA and SLA processes and procedures (in particular NCI Agency processes and procedures).
• Shall have a thorough understanding of Commercial ILS and Acquisition processes and procedures (AQL: At least 3 years’ experience of Commercial ILS and Acquisition processes and procedures.)
• Shall have a thorough understanding of Lean techniques when applied in a commercial environment. (AQL: At least 3 years’ experience of applying Lean techniques in a commercial environment, delivering value stream improvement to the End-to-End ILS Chain.)
• Shall have a thorough understanding of Six Sigma processes and techniques when applied in a commercial environment. (AQL: At least 3 years’ experience of applying Six Sigma techniques in a commercial environment, delivering value stream improvement to the End-to-End ILS Chain.)
• Shall be conversant with Microsoft Office tool set. (AQL: At least 3 years’ experience of using the Microsoft Office tool set.)
• Shall be conversant with Project Management tools and techniques. (AQL: At least 3 years’ experience of applying Project Management tools and techniques.)
• Shall have excellent communication, written and verbal in English. (AQL: The Contractors specialist shall be able to listen, speak, read and write in English to or above the NATO SLP 3333 (= good/minimum professional) in accordance with STANAG 6001.)

Shall have the following “Desirable” attributes:

• A holistic understanding of NATO Deployable and Mobile systems.
• A holistic understanding of NATO Static infrastructure.
• Experience in the development of documentation and report writing.
• Critical thinking and problem-solving ability, approaching tasks and problems with an analytical mind.
• Able to function unsupervised for long periods.