Bidding Instructions -Technical Proposal

Bidders shall submit a proposal clearly providing the following information:

a. CV and attestation of the assigned resource(s) for the project that meet the requirements as per Section 8. Each CV shall contain accurate contact details for reference person for each of the listed professional experiences relevant to this Statement of Work

b. The Proposal shall contain also, minimum the following:

• Contributing to or interpreting Allied Joint Doctrine and/or similar national doctrine from a NATO Nation: list at least two specific projects in the last 5 years that demonstrate this experience, including details about objective, output, outcome and your role.
• Identification and definition of Information Exchange Requirements: list at least two specific projects in the last 5 years that demonstrate this experience,
• Implementing or developing NATOs Federated Mission Networking Concept and Governance Framework: list at least two specific projects in the last 5 years that demonstrate this experience,
• Experience in using, and updating a Wikimedia Semantic Media Wiki platform and a Bugzilla Issue Tracking Platform: list at least two specific projects in the last 5 years that demonstrate this experience with examples of pages/sites where this experience has been demonstrated
• Prior experience of working in international and military environments. Provide a summary list with dates.

Deadline Date: Monday 9 March 2026

Requirement: FMN NCSaaA Analysis Support for OCWG 2026

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: As soon as possible but not later than 23 March 2026 until 31 Dec 2026

Required Security Clearance: NATO SECRET

 

1 OVERALL PROJECT SCOPE

The Chief Technology Officer (CTO) of NCI Agency has a requirement for off-site support to the ACOS J6 of Allied Command Operations (ACO). The support is required to assist ACO with their representation of the NATO Command Structure as an Affiliate (NCSaaA) within the Federated Mission Networking (FMN) Operational Coordination Working Group (OCWG).

NCI Agency is providing support to the ACO funded portion of the management and working group structures that support the direction and development of the FMN Framework;

As a permanent FMN management body the FMN OCWG is responsible for ensuring coherence between the operational user community requirements and the provided FMN Service Portfolio;

This requirement is for business architecture/business analysis/operational analysis services to support the activities of the OCWG working in the areas of the Interoperability Operational Requirements, Operational Process Definition and IER Development including the representation of the NCSaaA at FMN events.

2 TASKS FOR FMN NCSaaA ANALYSIS SUPPORT

The services to be provided are as follows:

• Provision of operational analyses services to support the collection, prioritization and consolidation of NCSaaA Interoperability Operational Requirements (IORs) for inclusion within the FMN Operational Requirements process;
• Provision of operational analysis services to support operational NCSaaA Subject Matter Experts (SMEs) across communities of interests that are participating in the FMN Inter-Working Groups (IWG) Syndicates developing Information Exchange Requirements (IERs) and Procedural  Instructions (PIs);
• Support to the identification and management of the IERs, both functional and non-functional requirements, and engage and maintain communication with FMN stakeholders;
• Analysis services to provide relevant inputs to the FMN Spiral Specification Roadmap, particularly the linkage between IORs and Capability Enhancements (CPEs);
• Representation of NCSaaA in OCWG meetings and other fora.

3 ACTIVITIES AND DELIVERABLES

3.1 Activities (Non-Deliverable)

The business analysis/operational analysis services to be provided are as follows:

• Support the Representation of NCSaaA within the FMN Operational Coordination Working Group (OCWG);
• Provide analytical services to support the OCWG framework development activities at the front end of the FMN Process defining the operational drivers for the interoperability architecture;
• Provide assistance to IWG Syndicates with the task of defining operational processes drawn from Allied doctrine;
• Support the derivation and maintenance of NCS Affiliate Operational Requirements for inclusion within the FMN Operational Requirements process;
• Analyse processes and identify information exchange requirements, functional and non-functional requirements;
• Manage the Interoperability Operational Requirements, functional and non- functional requirements;
• Provide services to support the preparation of products for FMN OCWG meetings;
• Provide attendance and support of routine meetings of the OCWG: Up to 4 meetings, one per Quarter, max 5 days in person per meeting (3 x Europe, 1 x North America);
• Provide attendance and participation at FMN Sprint meetings: Up to 4 meetings, one per quarter, max 4 days in person per meeting (3 x Europe, 1 x North America);
• Provide attendance and support in IWG Syndicate Meetings: Up to 3 meetings, max 3 days in person per meeting (Europe);
• Provide participation in NCSaaA Coordination Meetings: Up to 2 meetings, max 3 days in person per meeting (Mons);
• Provide participation in NCSaaA Coordination Meetings: Up to one meeting, max 4 days in person per meeting (Europe)
• Provide attendance and support monthly virtual Intra-Working Group Coordination Meetings;

Activities listed in Section 3.1 are descriptive in nature. The Contractor’s contractual obligations are limited to the delivery of the outputs explicitly defined in Section 3.2 (Deliverables), subject to acceptance by the NCI Agency.

3.2 Deliverables

The following specific deliverables are expected from this support:

Q2 Deliverables

D000 - OCWG FMN NCSaaA Support activity plan for 2026

Description: Prepare a high-level activity plan outlining the OCWG FMN Framework Support activities for the 2026 period of performance. The plan will summarize the tasks, coordination activities, meetings, travel, and key milestones required to support execution, stakeholder engagement, and monitoring of deliverables throughout the year, serving as the baseline reference for planning and reporting.

Deliverable: The Contractor shall deliver a text report detailing the activity plan for the period of performance. The deliverable shall include the plan including:

a) Tasks,

b) Activities,

c) Events (Meetings, Travel Dates)

d) Milestones (deliverables).

e) Risks and Issues

Deadline: 2 weeks after contract start.

Format: MS Word Document

Acceptance criteria: The deliverable shall be considered accepted when: All required sections are completed. Risks and issues are clearly identified. No material deficiencies are identified during review.

Acceptance authority: NCI Agency Project Manager in consultation with the relevant IWG Syndicate Leads and OCWG Coordinator

D001 - NCSaaA Support to IWG Syndicates Q2

Description: The Contractor shall provide facilitation and coordination support to the IWG C2 and IWG CIMIC Syndicates under OCWG governance, including support to SSRM 2026 and Spiral 7 development activities.

Tasks (Activities – not deliverables): The Contractor shall:

• Facilitate weekly or bi-weekly IWG meetings.
• Prepare meeting agendas and supporting materials.
• Liaise with relevant FMN governance bodies (e.g., CPWG, FMN Secretariat).
• Support contributions to Tidepedia related to SSRM and Spiral 7 specifications.
• Support IWG Leads in coordination, planning, and reporting activities.

Deliverable: The Contractor shall deliver a consolidated report covering the reporting period (Q2 2026)

The deliverable shall include:

a) Executive Summary

b) Summary of facilitation and stakeholder coordination activities performed

c) Status of SSRM 2026-related activities

d) Status of Spiral 7 initial development (PIs)

e) Identified risks, issues, and mitigation actions

g) Annexes: Presentation on SSRM 2026 guidance (as delivered to IWG); Presentation on Spiral 7 PIs; Presentation delivered to OCWG on syndicate progress

Deadline: End Q2.

Format: MS Word (Report) – FMN-approved template; MS PowerPoint (Annexed briefings) – FMN-approved template

Acceptance criteria: The deliverable shall be considered accepted when:  All required sections are completed. Content reflects activities performed during the defined reporting period. Risks and issues are clearly identified. Annexed presentations are included. No material deficiencies are identified during review.

Acceptance authority: NCI Agency Project Manager in consultation with the relevant IWG Syndicate Leads and OCWG Coordinator

D002 – NCSaaA Support to IOR Development Q2.

Description: The Contractor shall provide support to the OCWG Core Team for the management and maintenance of the Interoperability Requirements Data Set.

Tasks (Activities – not deliverables): The Contractor shall:

• Participate in the management of IORs in the wiki: Support the review of the IOR specifications status; Update the IOR quality attributes input in the IOR wiki; Ensure new IORs are included in the wiki
• Prepare a Presentation on the Operational Requirements Management Process to be delivered at the OCWG

Deliverable: The Contractor shall deliver a consolidated report covering the reporting period (Q2 2026)

The deliverable shall include:

a) Executive Summary

b) Summary of support provided to the to the OCWG Core Team

c) List the IORs identifying status of the review (complete, pending)

d) Summary of IOR Quality Attribute Completion (%) per IOR

e) Identified risks, issues, and mitigation actions

f) Annex: Presentation on the Operational Requirements Management Process to be delivered at the OCWG

Deadline: End Q2.

Format: MS Word (Report) – FMN-approved template; MS PowerPoint (Annexed briefings) – FMN-approved template

Acceptance criteria: The deliverable shall be considered accepted when: All required sections are completed. Content reflects activities performed during the defined reporting period. Risks and issues are clearly identified. PPT Annex is provided. No material deficiencies are identified during review.

Acceptance authority: NCI Agency Project Manager in consultation with the relevant IWG Syndicate Leads and OCWG Coordinator

Q3 Deliverables

D003 - NCSaaA Support to IWG Syndicates Q3

Description: The Contractor shall provide facilitation and coordination support to the IWG C2 and IWG CIMIC Syndicates under OCWG governance, including support to Spiral 7 development activities.

Tasks (Activities – not deliverables): The Contractor shall:

• Facilitate weekly or bi-weekly IWG meetings.
• Prepare meeting agendas and supporting materials.
• Liaise with relevant FMN governance bodies (e.g., CPWG, FMN Secretariat).
• Support contributions to Tidepedia related to Spiral 7 specifications.
• Support IWG Leads in coordination, planning, and reporting activities.

Deliverable: The Contractor shall deliver a consolidated report covering the reporting period (Q3 2026)

The deliverable shall include:

a) Executive Summary

b) Summary of facilitation and stakeholder coordination activities performed

c) Status of Spiral 7 initial development (PIs)

d) Identified risks, issues, and mitigation actions

f) Annexes: Presentation on Spiral 7 PIs; Presentation delivered to OCWG on syndicate progress

Deadline: End Q3.

Format: MS Word (Report) – FMN-approved template; MS PowerPoint (Annexed briefings) – FMN-approved template

Acceptance criteria: The deliverable shall be considered accepted when: All required sections are completed.  Content reflects activities performed during the defined reporting period. Risks and issues are clearly identified. Annexed presentations are included. No material deficiencies are identified during review.

Acceptance authority: NCI Agency Project Manager in consultation with the relevant IWG Syndicate Leads and OCWG Coordinator.

D004 – NCSaaA Support to IOR Development Q3.

Description: The Contractor shall provide support to the OCWG Core Team for the management and maintenance of the Interoperability Requirements Data Set.

Tasks (Activities – not deliverables): The Contractor shall:

• Participate in the management of IORs in the wiki:  Support the review of the IOR specifications status; Update the IOR quality attributes input in the IOR wiki; Ensure new IORs are included in the wiki
• Prepare a Presentation on the Operational Requirements Management Process to be delivered at the OCWG

Deliverable: The Contractor shall deliver a consolidated report covering the reporting period (Q3 2026)

The deliverable shall include:

a) Executive Summary

b) Summary of support provided to the to the OCWG Core Team

c) List the IORs identifying status of the review (complete, pending)

d) Summary of IOR Quality Attribute Completion (%) per IOR

e) Identified risks, issues, and mitigation actions

f) Annex: Presentation on the Operational Requirements Management Process to be delivered at the OCWG

Deadline: End Q3.

Format: MS Word (Report) – FMN-approved template; MS PowerPoint (Annexed briefings) – FMN-approved template

Acceptance criteria: The deliverable shall be considered accepted when: All required sections are completed. Content reflects activities performed during the defined reporting period. Risks and issues are clearly identified. PPT Annex is provided. No material deficiencies are identified during review.

Acceptance authority: NCI Agency Project Manager in consultation with the OCWG Coordinator

D005 – Analysis of Spiral 7 proposed Specifications for NCSaaA

Description: The Contractor shall analyse the proposed Spiral 7 Specifications and provide an assessment for the NCSaaA Representative.

Tasks (Activities – not deliverables): The assesment shall include:

• Analysis of de-scoped CPEs and its operational impact.
• Overall analysis of spiral specifications quality.
• Overall analysis of risks and issues.
• Proposals for NCSaaA comments in the OCWG regarding the proposed Spiral 7 specifications.

Deliverable: The Contractor shall deliver a consolidated report for the NCSaaA Representative in preparation for the MG Meeting #

The deliverable shall include:

a) Executive Summary

b) Summary of support provided to the to the OCWG Core Team

c) List the IORs identifying status of the review (complete, pending)

d) Summary of IOR Quality Attribute Completion (%) per IOR

e) Identified risks, issues, and mitigation actions

f) Annex: Presentation on the Operational Requirements Management Process to be delivered at the OCWG

Deadline: 30 Aug 2026.

Format: MS Word (Report) – FMN-approved template

Acceptance criteria:

The deliverable shall be considered accepted when: All required sections are completed. Content reflects activities performed during the defined reporting period. Risks and issues are clearly identified. PPT Annex is provided. No material deficiencies are identified during review.

Acceptance authority: NCI Agency Project Manager in consultation with the relevant IWG Syndicate Leads and OCWG Coordinator

Q4 deliverables

D006 – Organization of an NCSaaA FMN SMEs meeting in SHAPE.

Description: The Contractor shall plan, coordinate, and support the execution of a one- or two-day NCSaaA FMN SMEs coordination meeting at SHAPE involving representatives from relevant ACO HQs.

Tasks (Activities – not deliverables): The task shall include:

• Coordinate with SHAPE and ACO stakeholders to propose suitable dates
• Identify and engage relevant SMEs
• Prepare and distribute invitations
• Develop and distribute meeting agenda
• Prepare required presentations: Presentation on FMN framework. Presentation on FMN data model. Presentation on benefits for ACO of FMN development.
• Provide on-site facilitation support (if meeting is held)

Deliverable: The deliverable shall include:

1. Documented evidence of stakeholder engagement: List of SMEs contacted; Invitations issued; Responses received

2. Final meeting agenda

3. Presentation package including: FMN Framework overview; FMN Data Model overview; Benefits of FMN for ACO

4. If the meeting takes place: Attendance list; Meeting minutes or summary report

5. If the meeting does not take place due to reasons beyond Contractor control:  Evidence of coordination efforts; Record of reasons for non-execution; Recommendation for rescheduling

Deadline: End Q4.

Format: MS Word (Report) – FMN-approved template; MS PowerPoint (presentations in Annexes) – FMN-approved template

Acceptance criteria:

The deliverable shall be considered accepted when: All required sections are completed. PPT Annexes are provided. No material deficiencies are identified during review.

Acceptance authority:  NCI Agency Project Manager in consultation with the NCSaaA Representative

D007– NCSaaA Support to IOR Development Q4

Description: The Contractor shall provide support to the OCWG Core Team for the management and maintenance of the Interoperability Requirements Data Set. Tasks (Activities – not deliverables): The Contractor shall:

Participate in the management of IORs in the wiki: Support the review of the IOR specifications status; Update the IOR quality attributes input in the IOR wiki; Ensure new IORs are included in the wiki

Prepare a Summary report for the OCWG Representatives

Deliverable: The Contractor shall deliver a consolidated report covering the reporting period (Q4 2026)

The deliverable shall include:

a) Executive Summary

b) Summary of support provided to the to the OCWG Core Team

c) List the IORs identifying status of the review (complete, pending)

d) Summary of IOR Quality Attribute Completion (%) per IOR

e) Identified risks, issues, and mitigation actions

Deadline: End Q4.

Format: MS Word (Report) – FMN-approved template; MS PowerPoint (Annexed briefings) – FMN-approved template

Acceptance criteria: The deliverable shall be considered accepted when: All required sections are completed. Content reflects activities performed during the defined reporting period. Risks and issues are clearly identified. No material deficiencies are identified during review.

Acceptance authority: NCI Agency Project Manager in consultation with the OCWG Coordinator

D008 - NCSaaA Support to IWG Syndicates Q4

Description: The Contractor shall provide facilitation and coordination support to the IWG C2 and IWG CIMIC Syndicates under OCWG governance, including support to Spiral 7 development activities.

Tasks (Activities – not deliverables): The Contractor shall:

• Facilitate weekly or bi-weekly IWG meetings.
• Prepare meeting agendas and supporting materials.
• Liaise with relevant FMN governance bodies (e.g., CPWG, FMN Secretariat).
• Support contributions to Tidepedia related to Spiral 7 specifications.
• Support IWG Leads in coordination, planning, and reporting activities.

Deliverable: The Contractor shall deliver a consolidated report covering the reporting period (Q4 2026)

The deliverable shall include:

a) Executive Summary

b) Summary of facilitation and coordination activities performed

c) Status of Spiral 7 initial development (PIs)

d) Identified risks, issues, and mitigation actions

e) Stakeholder coordination summary

f) Annexes: Presentation on Spiral 7 PIs; Presentation delivered to OCWG on syndicate progress

Deadline: End Q4.

Format: MS Word (Report) – FMN-approved template; MS PowerPoint (Annexed briefings) – FMN-approved template

Acceptance criteria: The deliverable shall be considered accepted when: All required sections are completed. Content reflects activities performed during the defined reporting period. Risks and issues are clearly identified. Annexed presentations are included. No material deficiencies are identified during review.

Acceptance authority: NCI Agency Project Manager in consultation with the relevant IWG Syndicate Leads and OCWG Coordinator

The expected classification level of the deliverables is NATO UNCLASSIFIED. However, in some particular circumstances it may be necessary that a part of the deliverables will be classified as NATO RESTRICTED.

The execution of the deliverables may require access to information, as well as CIS systems, and perform interviews in pursuit of data classified up to NATO SECRET.

This will take place on-site at an NCI Agency or at an ACO location.

3.3 Coordination and reporting

The Service Provider shall participate in a kick-off meeting within two working weeks after the support start date. This will be a virtual meeting executed via electronic means using Conference Call/VTC capabilities; During the kick off meeting, the service provider will deliver and discuss a draft plan for executing the tasks under this statement of work covering the activities in section 3.1 and deliverables in 3.2. Purchaser and Service Provider will discuss the plan and amend where appropriate; The Service Provider will deliver email minutes containing decisions and actions decided during the meeting.

The Service Provider shall participate in regular status meetings, either in- person (where possible) or via electronic means using Conference Call/VTC capabilities. Status meetings will take place at least once per month; The rhythm for these meetings will be decided at the kick-off meeting; The Service Provider will initiate these meetings and provide email minutes containing at least decisions and actions decided during the meeting.

4 PAYMENT SCHEDULE

This requirement is for the delivery of the products identified in Section 3.2. Payment will be provided based on these deliveries as indicated in the following table:

Item 1: Associated Deliverables: D000, D001, D002

Deliverable completion deadline: 30 Jun 2026

Item 2: Associated Deliverables: D003, D004, D005

Deliverable completion deadline: 30 Sep 2026

Item 3: Associated Deliverables: D006, D007, D008

Deliverable completion deadline: 30 Dec 2026

The payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet (DAS) – (Annex A).

5 SECURITY CLEARANCE

The duties of the consultant(s) require(s) a valid NATO SECRET security clearance.

6 PERIOD OF PERFORMANCE

Services are to be provided for the period starting NLT 23rd of Mar 2026 through 31 Dec 2026.

7 TERMS

Services will primarily be performed off-site at the consultant’s own office. The contractor is responsible for office space and internet connectivity at their own facilities.

Office space and computer equipment will be provided at NCIA The Hague or at ACO locations for during any visits for the duration of this contract;

Mobile NATO Restricted IT will be provided to the contractor;

Any access to systems higher than NATO Restricted that are required to support the production of the deliverables shall only be organised through NCI Agency.

The quotation should cover all cost of the identified effort and travel expenses for participation in the in-person events identified in section 3.1, summarised as follows:

• Provide attendance and support of routine meetings of the OCWG: Up to 3 meetings, max 5 days in person per meeting (2 x Europe, 1 x North America);
• Provide attendance and participation at FMN Sprint meetings: Up to 2 meetings, max 5 days in person per meeting (1 x Europe, 1 x North America);
• Provide attendance and support in IWG Syndicate Meetings: Up to 4 meetings, max 3 days in person per meeting (Europe);
• Provide participation in NCSaaA Coordination Meetings: Up to 2 meetings, max 3 days in person per meeting (Mons);
• Provide participation in the FMN Seminar: One meeting 4 days in person (Croatia)

All travel expenses, including per diem, lodging and associated expenses for travel are included in the price of the bid (NTE), such that the purchaser shall not be invoiced separately for travel.

Extraordinary Travel (Purchaser Directed Travel) may be required to other NATO or non-NATO locations as necessary. In the event of such unforeseen travels being called, the cost of all travel and subsistence will only be authorized if the budget of this contract can support it and an amendment has been raised previous to travel having occurred.

Extraordinary Travel expenses will be reimbursed in accordance with Article 5.5 of AAS+ Framework Contract. Such 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.

NATO will retain the intellectual property rights for all products developed in relation to this project.

All deliverables, scripts, documentation and required code will be stored as directed by NCIA.

8 SPECIFIC EXPERTISE REQUIRED

[See Requirements]

5 SECURITY CLEARANCE

• The duties of the consultant(s) require(s) a valid NATO SECRET security clearance.

8 SPECIFIC EXPERTISE REQUIRED

The services to be provided under this SOW requires the skills found in an experienced business architect/ business analyst/ operational analyst who has worked in a multinational military environment.

8.1 Mandatory Expertise

• Demonstrated knowledge (at least 3 years) of contributing to or interpreting Allied Joint Doctrine and/or similar national doctrine from a NATO Nation;
• Proven expertise (at least 3 years) in the identification and definition of Information Exchange Requirements;
• Deep Expertise (at least 3 years) in implementing or developing NATOs Federated Mission Networking Concept and Governance Framework;
• Demonstrated Knowledge (at least 3 years) of working with information exchange and interoperability standards;
• Proven ability (at least 5 years) to report/brief material tailored to the requirements of senior military stakeholders and decision makers;
• Demonstrated ability (at least 5 years) to work in an international team;
• Demonstrated ability to write effectively in the English Language;
• Demonstrated ability (at least 3 years documented use) with Semantic Media Wiki and Bugzilla Issue Tracking Tools.

8.2 Mandatory Experience & Background

• Proven experience (at least 3 years) in the extraction and documentation of Military Operational Processes in one or more Domains or Military Functions;
• Proven experience (at least 3 years) in the specification and definition of Military Interoperability Operational Requirements;
• Deep Experience (at least 3 years) of working with military interoperability programmes and concepts;
• Deep experience (at least 5 years) in working with international organisations and in multinational environments;
• Knowledge of NATO Command and Force Structures and military operations.

8.3 Desirable Soft Skills

• Clearance & Security Awareness: Ability to work with classified/unclassified data and within secure environments;
• Cross-Cultural Communication: Ability to communicate clearly and respectfully across diverse national, cultural, and linguistic backgrounds. Awareness of military etiquette, rank structures, and communication protocols;
• Facilitation and Stakeholder Engagement: Confident leading structured workshops and interviews with multinational stakeholders. Skilled at eliciting input, aligning perspectives, and building consensus in group settings;
• Adaptability & Flexibility: Comfortable working in ambiguous, evolving environments (e.g., changing mission needs, shifting stakeholder engagement timelines). Can pivot between strategic thinking and tactical detail depending on audience and situation;
• Political and Situational Awareness;
• Understands the sensitivities and nuances of working in a multinational defense setting. Exercises discretion and professionalism in all interactions. Recognizes when to escalate issues, seek clarification, or defer to local/national policies;