Deadline Date: Monday 16 June 2025
Requirement: Support the JADOCS Deployment, Operation, Maintenance, and Testing / JADOCS System Support Engineer
Location: Mons, BE
Full Time On-Site: Yes
Time On-Site: 100%
Period of Performance: 2025 BASE: starting date 28th of July 2025 (tentative) – 31st December 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 Information and Communication Agency (NCI Agency) located in The Hague, The Netherlands, is currently involved in the development of new capabilities for NATO as well as in the support of existing capabilities. In the light of these activities, the Command and Control Centre is looking for support related to the deployment, operation and maintenance of the NATO Joint Automated Deep Operations Coordination System (JADOCS) and testing with other Functional Area Services interoperable with JADOCS.
2 OBJECTIVE
The main objectives of this statement of work can be summarized as follows:
• Support the JADOCS deployment, operation, maintenance, and testing.
3 SCOPE OF WORK
Under the direction/guidance of a NCIA Service Area Owner, NCIA Service Delivery Manager and ACO Joint Targeting and Effects (JTE) stakeholders, the services provided will support and maintain the JADOCS operational, exercise and test environments. This includes the following activities:
• Install and deploy JADOCS system and other relevant COTS products
• Automate and test deployment of JADOCS application and other relevant COTS products
• Support operation and maintenance of JADOCS system at the static and deployable locations and NATO sites.
• Develop/update system and support documentation
• Support interoperability testing between JADOCS and other applications
• Attend virtual and in-person meetings
Providing services under this SOW requires the skills and expertise of one JADOCS system support engineer.
The services will be carried out primarily in SHAPE, Mons, Belgium as well as accessing remotely the engineering/test facilities in the NCI Agency laboratories. These local and remote facilities consist of all necessary development platforms, servers, web servers, etc. to support the software deployment, operation and maintenance.
The resource shall maintain the state of JADOCS service on the servers and client workstations.
Close interaction and coordination with the JADOCS stakeholders in SHAPE and possibly other NATO Command Structure/NATO Force Structure sites is expected.
Services provided will be in relation to the activities mentioned above, and contractor personnel will work using an Agile and iterative approach using multiple sprints.
Each sprint is planned for a duration of four (4) weeks.
Some of the services could also be requested to be conducted on various military installations of NATO nations, based on Temporary Duty (TDY) assignments.
4 DELIVERABLES AND PAYMENT MILETONES
Detailed resource assessments will be agreed during each sprint meeting as set out in Section 6.
Payments shall be dependent upon the successful acceptance of each sprint and the validation as set out under Section 6. All Invoices shall be accompanied with a Certificate of Acceptance (COA, Annex B) signed by the Contractor and project authority.
Each sprint has a duration of four (4) weeks. The content, scope and acceptance criteria of each sprint will be agreed during the sprint‐planning meetings as covered in Section 6, in writing.
The NCIA team reserves the possibility to exercise a number of sprints later, based on the same sprint deliverable timeframe and cost, depending on project priorities and requirements.
In 2025, the following deliverables are expected from the service as set in this statement of work:
Deliverable: Up to 8 sprints (Number of sprints is estimated. This will be adjusted based on actual starting date.)
Payment Milestones: Payment Milestones will be end of the month for all the Sprints completed and accepted within the respective month
2026 Option: 01 January to 31 December 2026
Deliverable: Up to 12 sprints
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: Payment Milestones will be end of the month for all the Sprints completed and accepted within the respective month
2027 Option: 01 January to 31 December 2027
Deliverable: Up to 12 sprints
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: Payment Milestones will be end of the month for all the Sprints completed and accepted within the respective month
5 COORDINATION AND REPORTING
Due to the AGILE approach of this project, there is a need to define a set of specific arrangements between the NCI Agency and the resource that specifically defines the deliverables to be provided for each sprint as well as their associated acceptance criteria. This includes sprint planning, execution and review processes, which are detailed below:
1. Sprint Planning:
Objective: Plan the objectives for the upcoming sprint
Kick-off meeting: Conduct a monthly meeting with the contractor to plan the objectives of upcoming sprints.
Set sprint goals: Define clear, achievable goals for the sprint.
Backlog Review: Review and prioritise the backlog of tasks, issues, and improvements from previous sprints.
2. Sprint Execution
Objective: The resource to execute the “sprint plans” with continuous monitoring and adjustments.
Regular meetings between NCI Agency and the contractor to review sprint progress, address issues, and make necessary adjustments to the processes or production methodology. The meetings will be physically in the office, or in person via electronic means using Conference Call capabilities, according to the NCI Agency project manager’s instructions.
Continuous improvement: The resource 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: The resource to use a shared dashboard or tool to track the status of the sprint deliveries and any issues.
3. 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 NCI Agency and the resource to review the outcomes.
Define specific actions to addr ess issues and enhance the next sprint.
4. Sprint Payment
For each sprint to be considered as complete and payable, the resource must report the outcome of their work during the sprint within three days after the sprint’s end date. A report must be sent by email to the NCI Agency project manager, listing all the work achieved against the agreed tasking list set for the 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 Certificate of Acceptance (COA) – See Annex B.
Invoices shall be accompanied with a Certificate of Acceptance (COA) – (Annex A) signed by the Contractor and project authority.
6 SCHEDULE
This task order will be active immediately after signing of the contract by both parties.
It is expected the initial services start being provided not later than 28 th of July (tentative) and ending not later than December 2025.
If the sprints of the annual options are exercised, the period of performance is within 01 January to 31st December of the relevant year.
8. SECURITY
Performance of the services described in this SOW require a valid NATO SECRET security clearance prior to the start of the engagement.
7 PRACTICAL ARRANGEMENTS
The services will be provided on site in SHAPE, Mons, Belgium.
There may be required to travel to NCI Agency The Hague and other sites within NATO for completing these tasks.
Travel costs are out of scope and will be borne by the NCI Agency separately in accordance to the provisions of the AAS+ Framework Contract.
Services under this SOW must be accomplished by ONE resource. He or she will provide services accessing the laboratories at the NCI Agency as a member of the Command and Control Centre under the supervision of the NCIA JADOCS project/service management or delegated staff.
The resource will be part of a team (service delivery manager, project manager, engineers, technicians, etc.) geographically distributed.
8 QUALIFICATIONS
[See Requirements]
Requirements
8 QUALIFICATIONS
The consultancy support for this work requires a system support engineer with the following qualifications:
* The candidate has relevant and recent experience in supporting functional applications on Windows platforms.
* The candidate has relevant and recent experience in administering Windows Server platform.
* The candidates have relevant and recent experience in analysing and developing complex network and systems architecture, especially in the area of application support.
* The candidate has relevant and recent experience in interacting with the operational customer, analysing requirements.
* The candidate has relevant and recent experience in leading technical teams.
* The candidate has relevant and recent experience in testing/deployment automation.
* The candidate has relevant and recent experience in working with a software development team.
* The candidates have relevant and recent experience in writing documentation, standard operating procedures, installation and administration guides, online help.
* The candidate is able to speak and write fluent English since the work is conducted in English
* The candidate has a NATO SECRET security clearance, provided by the national security organization valid at the time of submission of the bid covering the period of the requirement.
* The candidate must have the nationality of one of the NATO nations.
* The candidate has relevant and recent knowledge and usage of JADOCS system.
Practical experience in the following areas is also desired:
* The candidate has relevant and recent experience in supporting the NATO Functional Area Systems.
* The candidate has relevant and recent experience in verifying functional and non-functional requirements (e.g. development and execution of test cases, test data, etc.).