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

EMW, Inc.; Oeiras; Presencial; EUR 30 000 - 50 000; Tempo integral

Resumo da oferta

A logistics support company is seeking a qualified professional for a role in Oeiras, Portugal. The position involves supporting the Academy Learning Environment by managing various logistics functions. Candidates must have significant experience in asset management, lifecycle management, and contract management, along with a NATO SECRET security clearance. This full-time on-site position demands strong organizational and communication skills.

Qualificações

• Minimum 5 years experience in asset and configuration management.
• Minimum 2 years managing stock levels and warehouse operations.
• Knowledge and 2 years experience with contract management for IaaS.

Responsabilidades

• Develop and optimise asset management processes and tools.
• Collect and maintain asset data in approved databases.
• Support the full lifecycle of ALE assets from acquisition to disposal.

Conhecimentos

Asset management

Inventory control

Lifecycle management

Contract management

Strong communication

Ferramentas

BMC Discovery

Atrium CMDB

Descrição da oferta de emprego

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 cutting-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 self-paced training. The ALE relies on technological elements like cloud-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 (IaaS) agreements that sustain ALE systems. The contractor will provide the service in close collaboration with, and report to, the Academy Technical Capability (TeC) Team to ensure accuracy, compliance, and efficiency in all logistics-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 (TeC) 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 (IaaS) 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 ad-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 end-of-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 ad-hoc stock reports.

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

• Providing logistical support to acquisition processes.
• Supporting administration and monitoring of ALE contracts.
• Tracking supplier performance and escalating issues to the TeC 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 sprint-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: e-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 stand-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 (TeC) 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 high-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 high-severity non-conformity = 5% deduction (monthly invoice); late audit response (>3 WD) = 1% deduction per occurrence

Method of Report: Audit records and TeC 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 high- 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 corrective actions within 5 working days and restore levels in the next cycle.

Penalty: If thresholds are missed for two consecutive months, 2% deduction (monthly invoice).

Method of Report: Monthly warehouse report

KPI07 Acquisition and contract coordination: Deliver acquisition inputs and contract updates on time

Performance Threshold: At least 90 % on-time delivery

Corrective action: Provide delayed acquisition input/contract update within 3 working days.

Penalty: 1% deduction per delayed deliverable beyond the grace period (monthly invoice).

Method of Report: Monthly sprint report

7 COORDINATION AND REPORTING

The Contractor shall provide the service under the direction of the Academy Technical Capability (TeC) Team Lead or their designated representative.

Weekly sprint-planning and review meetings will be held with the TeC Team to agree scope, monitor progress, and validate deliverables.

The Contractor shall immediately inform the TeC Team Lead of any risks, delays, or constraints that may affect the timely delivery of agreed tasks.

All formal communications, deliverables, and reports shall be submitted in writing in English.

8 SCHEDULE

Initial Period: Services are expected to start As soon as possible but not later than 01 December 2025 and end on 31 December 2025, covering approximately 4 weekly sprints.

Option Years: The NCI Academy reserves the right to extend the services for additional option years, subject to operational needs, contractor performance, and budget availability:

Option Year 1: 01 January 2026 – 31 December 2026

Option Year 2: 01 January 2027 – 31 December 2027

9 CONSTRAINTS

Agency Policies and Standards: All activities shall comply with NATO and NCI Agency policies, standards, and security regulations. The Service Line is responsible to provide initial on-boarding training to contractor’s personnel in order for services to comply with the previous mention NCI Agency policies, standards, and security regulations.

Approved Tools Only: The Contractor shall only use software and tools listed on the NCI Agency’s Approved Software List (A2SL). No unapproved tools or applications may be used.

Data Protection: All activities must strictly adhere to NATO and NCI Agency data privacy and protection guidelines. Sensitive or classified information shall be handled in compliance with applicable security regulations.

Dependencies: The Contractor shall coordinate closely with the Academy Technical Capability (TeC) Team and other NCI Agency stakeholders, acknowledging that dependencies on external teams or networks may affect timelines.

10 PRACTICAL ARRANGEMENTS

All services shall be conducted at the NCI Academy premises in Oeiras, Portugal. No remote service is permitted.

Hours of Operation Service: Services shall be delivered in alignment with NCI Academy working hours (07:00–17:00).

The NCI Academy will provide office space, workstation access, and the necessary IT equipment required for the execution of services.

The Contractor will be issued the required building passes, network accounts, and access permissions to perform the assigned tasks, subject to valid NATO security clearance and Agency approval.

No travel outside Oeiras is foreseen under this contract.

If exceptional Travel will concur, the TDY costs will be the responsibility of the contractor and the expenses will be reimbursed in accordance with Article 5.5 of AAS Framework Contract and within the limits of the NCIA Travel Directive. They will be invoiced separately to the purchaser by the service provider, in accordance with the terms and conditions of the framework agreement. These additional travel costs are considered an extra charge to the overall bid price

11 SECURITY CLEARANCE

It is mandatory for the Contractor to be in possession of a valid NATO Secret security clearance issued by the respective national security authority, valid at the time of bid submission and for the entire duration of the contract.

12 QUALIFICATIONS

12.1 Essential Qualifications and Experience:

• Minimum of 5 years experience in asset and configuration management, including inventory control, data collection, and lifecycle management.
• Minimum 2 years of manage stock levels, warehouse operations, and disposal processes in line with organizational standards and compliance requirements.
• Knowledge and minimum 2 years experience with contract management for Infrastructure-as-a-Service (IaaS) or equivalent ICT/logistics services.
• Minimum 4 years experience in reporting and audit preparation, including production of compliance, usage, and performance reports.
• Ability to work independently and as part of a multidisciplinary team, with strong organizational and time management skills.
• Excellent written and verbal communication skills in English. Please refer to paragraph 12.3.

12.2 Desirable qualifications and experience

The following qualifications and experience are considered an advantage:

• Knowledge and experience of working with the NCI Agency and/or NATO organisations.
• Familiarity with NCI Agency asset and configuration management tools, such as BMC Discovery and Atrium CMDB.
• Understanding of automation tools for data collection and reporting.
• Previous experience in training or education environments, ideally within ICT or logistics domains.
• Knowledge of Agile working practices, particularly in delivering logistics or asset management services through sprint-based delivery models.

12.3 Language Proficiency

• Level 3 English language skills according to NATO STANAG 6001: Listening (3); Speaking (2); Reading (3); and Writing (2) or according to Common European Framework of Reference for Language level B2-C1/Upper Intermediate-Advanced level).