About this role

Request for Quotation 2026-0138

Deadline Date: Tuesday 06 October 2026

Requirement: Configuration Management Implementation Support services for the ITM Recovery project

Location: 50% on-site NCI Agency Braine L’Alleud (Belgium) – 50% off-site

Note: From mid-2027, NCIA will move from Braine L’Alleud to a new location in Zaventem, Brussels.

Cost Not to Exceed: Base 2026: 16,500 EUR per sprint / 2 sprints (33,000 EUR). Options: 2027 & 2028 (12 sprints each), up to a maximum of 26 months. Price per sprint for the option years will be determined by applying the price adjustment formula as outlined in CO-115786-AAS+ Special Provisions article 6.5.

Period of Performance: As soon as possible but not later than 20 October 2026 until 31 December 2026, with possibility to exercise the following options: 2027 Option: 1 January until 31 December 2027; 2028 Option: 1 January until 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 15 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 an experienced Configuration Manager to establish and maintain configuration management discipline across its project portfolio. The role will ensure that all assets — technical, documentary, and procedural — are accurately identified, baselined, and controlled throughout their lifecycle.

3. SCOPE OF WORK

3.1 Role and Responsibilities

The Configuration Manager will be responsible for:

- Applying the configuration management framework of the Organisation’s delivery methodology and tooling.
- Maintaining the project and Enterprise Configuration Management Database (CMDB) or equivalent register across all active Work Packages.
- Defining and enforcing configuration identification, baselining, change control, status accounting, and audit procedures.
- Integrating configuration management with the change control and release processes.
- Conducting periodic configuration audits to verify alignment between physical and recorded assets.
- Producing configuration status reports for project and programme boards.
- Supporting project teams in applying configuration management practices consistently.
- Supporting project in hand over – take over activities between other contracts to project team to agency teams and back, depending on project implementation phase.
- Liaising with the PMO, technical leads, and suppliers to manage configuration items across boundaries.

3.2 Detailed Configuration Data Management Duties

In addition to the responsibilities listed above, the Configuration Manager shall maintain the relevant configuration data and supporting documentation for the ITM Recovery project. This includes, but is not limited to:

- Maintaining, including adding, changing and removing, Bills of Materials for Purchaser Requisitions and other agreed project configuration items.
- Maintaining and updating rack elevation configurations.
- Maintaining equipment port identification documentation.
- Maintaining cabling diagrams and cable connection documentation.
- Verifying configuration data against Patch Manager and the Configuration Management Database / CMDB, or equivalent authoritative register.
- Maintaining version control and historical records for the above products.
- Creating configuration reports and other related reports as required by the project.

3.3 Deliverables

The Configuration Manager will work alongside senior leadership to support delivery and facilitate transition to operations.

Deliverables

- Current state assessment & gap analysis.
- Configuration management plan (framework, tooling, processes).
- CMDB / configuration register operational.
- Change control integration documented and active.
- Configuration audit programme established.
- Configuration status reporting embedded in governance cycle.
- Handover & knowledge transfer pack.

The Contractors will be part of a team and will provide services using Agency tools and reporting. This will be weekly scrum meetings to track progress and more asynchronous meetings based on the deliverables listed further in this RFQ.

3.4 Standards & Methodology

Suppliers should address the following in their submission.

Experience: evidence of configuration management delivery in comparable environments, including tooling used (e.g. ServiceNow CMDB, Jira, [other]).

Track Record: at least two references from similar engagements in the last 3 years, with outcomes and client contacts.

Approach: how the proposed candidate will stand up configuration management within the Organisation, integrate with existing PMO and change control processes, and ensure sustainability beyond the initial contract.

In particular it is expected that in the first 2 months of the contract, a baseline set of current state assessment & gap analysis and a configuration management plan will be delivered, which if they pass a deliverable quality gate metric will activate the exercise of the further contract options.

The delivery will include planning, execution and review processes, which are detailed below:

3.5 Sprint Planning

Objective: Plan the objectives for the upcoming sprint, as a part of the overall plan.

Kick-off meeting: The Contractor 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 prioritize 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 Section 4.

3.6 Sprint Execution

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

Weekly meetings: Between the ITM-RC1 POC and the Contractor 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 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 shall use a shared dashboard or tool to track the status of the month deliveries and any issues.

Quality Assurance/Quality Check: The Contractor shall ensure that the quality standards agreed for the month 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.

3.7 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 and the Contractor to review the outcomes against the acceptance criteria comprising monthly goals, agreed quality criteria and Key Performance Indicators (KPIs).

Define specific actions to address issues and enhance the next sprint.

3.8 Sprint Payment

For each sprint to be considered as complete and payable, the Contractor 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’s payment for each sprint will depend upon 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.

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 B) including the EBA Receipt number.

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

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

At the end of the project, the Contractor shall provide a Project Closure Report that summarizes the activities undertaken and completed during the period of performance at high level.

In addition, the Contractor will continuously strive to document processes and methodology so a handover set can be delivered to the purchaser.

4. DELIVERABLES AND PAYMENT MILESTONES

The following are expected from this Statement of Work:

- For the purposes of this SOW, one sprint shall correspond to one calendar month unless otherwise agreed during sprint planning.
- Completion of the activities/tasks agreed in each sprint meeting as per Section 3 above, and associated deliverables.
- Produce sprint completion reports (format: e-mail update), which include details of activities performed and the list of the deliverables.
- The Contractor 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.
- The NCIA team reserves the possibility to exercise options, during the same scrum deliverable timeframe, at a later time, depending on the project priorities and requirements.
- The payment shall be dependent upon successful acceptance of the month report and the Delivery Acceptance Sheet (DAS) – (Annex B) including the EBA receipt number.
- Invoices shall be accompanied with a Delivery Acceptance Sheet (Annex B) signed by the Contractor and the NCIA POC.

2026 Base — Period of Performance: 20 October 2026 to 31 December 2026

Associated Deliverables: Up to 2 sprints containing the first 2 deliverables in Section 3.3.

Cost Ceiling: 2 sprints × 16,500 EUR = 33,000 EUR

Payment Milestone: Upon completion of each sprint acceptance.

Note: The number of sprints will be adjusted based on the actual starting date.

2027 Option — Period of Performance: 1 January 2027 to 31 December 2027

Deliverable(s) Description: Up to 12 sprints.

Cost Ceiling: Price per sprint will be determined by applying the price adjustment formula as outlined in CO-115786-AAS+ Special Provisions article 6.5.

Payment Milestones: Milestones will be upon completion of each sprint acceptance.

2028 Option — Period of Performance: 1 January 2028 to 31 December 2028

Deliverable(s) Description: Up to 12 sprints.

Cost Ceiling: Price per sprint will be determined by applying the price adjustment formula as outlined in CO-115786-AAS+ Special Provisions article 6.5.

Payment Milestones: Milestones will be upon completion of each sprint acceptance.

Coordination and Reporting

The Contractor 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 as complete and payable, the Contractor must report the outcome of his/her work during the reporting period, first verbally during the specific meeting and then in writing within five 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 held and the development achievements during the month.

The Contractor 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 an electronic means according to the project manager’s instructions.

The Contractor shall agree weekly with the PO 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.

Purchaser Furnished Equipment

Purchaser will provide to the Contractor staff standard IT work position setup to allow access to the necessary networks, IT systems and tools.

The Contractor staff shall follow Purchaser’s policies, 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 shall provide a Project Closure Report that summarizes the activities during the period of performance at high level.

5. SCHEDULE

It is expected the service starts as soon as possible but no later than 20 October 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.

6. CONSTRAINTS

All the 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.

7. SECURITY

Delivering services under this SoW requires a valid NATO SECRET security clearance and any resource proposed for this SOW requires a valid NATO SECRET security clearance prior to the start of the engagement.

8. PRACTICAL ARRANGEMENTS

The Contractor will be required to work at least 50% on site at NCI Agency Braine-L’Alleud (BEL).

NCIA Braine-L’Alleud Hours of Operations: Monday to Thursday 0830 – 1700 and Friday 0830 – 1500 (CET)

Contractor Furnished Services: The Contractor will be provided with a Reach Laptop and access to information required to perform the contract.

It is noted that mid-2027 NCIA staff in Braine L’Alleud will move to a location in Brussels Zaventem.

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.

9. TRAVEL

Travel to the other main NCI Agency locations (Mons (BEL), Brussels (BEL), The Hague (NED)) and other sites within NATO will be required to complete these tasks. This travel is anticipated 10 times annually.

This Task Order requires scheduled travel as detailed in this Section, consisting of up to 10 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 to be 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.

10. REQUIRED SKILLS AND EXPERIENCE

[See Requirements]

Requirements

7. SECURITY

10. REQUIRED SKILLS AND EXPERIENCE

The proposed resource shall meet the following requirements:

Mandatory Requirements

- Hold, or be able to obtain before the contract award, a valid NATO SECRET clearance.
- The proposed resource shall have formal recognition of configuration management competence, demonstrated by a recognized configuration management certification, qualification, or formal training credential (e.g. CM2/CMII, ITIL, ISO 10007, EIA-649) or by equivalent documented professional experience in configuration management delivery in comparable environments. Evidence shall be provided in the bidder’s submission.
- Be an expert user of Microsoft Excel.
- Demonstrate excellent attention to detail.
- Have a solid understanding of configuration management processes.
- Be able to work independently and organize information flows in a way that minimizes errors.
- Have a good working understanding of server hardware, in particular storage, network, memory and CPU architectures.
- Have a good working understanding of network equipment, in particular Cisco equipment, transceiver types, interfaces, network modules, support models and licensing.
- Have a good working understanding of cabling infrastructure, including fiber, copper, media type, speed and length.
- Understanding of physical security in a NATO or Defense environment.
- Experience with Patch Manager, CMDB tools, ServiceNow, Jira, SharePoint or equivalent configuration/documentation repositories.

Desirable Requirements

- Facility to design and implement relational databases and experience with Microsoft database tools.
- Experience in project management support.
- Good knowledge of project management principles, practices and procedures.
- Proficiency in the Microsoft Office Suite.
- Proficiency in taking meeting minutes and drafting comprehensive summaries.
- Thorough knowledge of written and spoken English, including the ability to write concise instructions for different audiences.
- Ability to establish and maintain effective working relationships with stakeholders.