2025-0241 CSB Cloud Project Manager (NS) - WED 10 Sep en NATO Communications and Information Agency

Deadline Date: Wednesday 10 September 2025

Requirement: CSB Cloud Project Manager

Location: Braine-l’Alleud, BE

Full Time On-Site: Yes

Time On-Site: 100%

Not to Exceed: 2025 BASE: NTE 4,750 EUR per sprint (5 sprints, total NTE 23,750 EUR

2025 OPTIONS: NTE 4,750 EUR per sprint (9 sprints, total NTE 42,750 EUR)

2026, 2027, 2028 options: Up to a maximum of 46 sprints (price per sprint will be determined by applying the price adjustment formula as outlined in CO-115786-AAS+ Special Provisions article 6.5)

Period of Performance: 2025 BASE: As soon as possible but not later than 16 October 2025 until 31 DEC 2025 with the possibility to exercise following options:

2026 option: from 01 JAN 2026 to 31 DEC 2026

2027 option: from 01 JAN 2027 to 31 DEC 2027

2028 option: from 01 JAN 2028 to 31 DEC 2028

Required Security Clearance: NATO SECRET

1 INTRODUCTION

To address the complex nature of cloud transformation, the NATO Enterprise Cloud Operating Model (NECOM) has been designed to facilitate and harmonize a common approach towards leveraging cloud services across the NATO Enterprise, ensuring the effectiveness, security, compliance, and interoperability of all its different cloud environments while maintaining coherence and synchronization with extant capability planning processes. Key elements of NECOM include the Cloud Strategy Group (CSG) and the Cloud Service Broker (CSB) functions.

The CSB function is composed of a multi-disciplinary team with expertise extending across the domains necessary to efficiently build and operate cloud services, such as technology, project management, financial management, acquisition and legal. NCIA is responsible for implementing the CSB.

The NATO Communications and Information Agency (NCIA) Chief Technology Office - Cloud Centre of Excellence (CTO-CCoE) is guiding the development and alignment of the Cloud Service Broker (CSB) with NATO's broader digital transformation goals. This SoW defines the provision of Cloud Project Manager Services to lead, coordinate, and deliver high-impact cloud-based initiatives across NATO’s cloud environments.

2 OBJECTIVES

The objective of this engagement is to provide strategic and executional project management expertise to deliver complex cloud migration, integration, and governance initiatives. The Cloud Project Manager will operate in alignment with NATO's enterprise architectures, technology strategies, and NECOM principles, ensuring successful delivery of projects within time, cost, scope, and quality constraints while managing diverse stakeholder expectations.

3 SCOPE OF WORK

Under the direction / guidance of the NCIA Point of Contact or delegated staff, the contractor shall provide services related to:

Project Management

Define, plan, and execute large-scale cloud transformation and service implementation projects.

Monitor scope, schedule, budget, and quality across all project phases.

Develop and maintain project documentation, including PID, Gantt charts, RAID logs, and reporting dashboards.

Apply both Agile and Waterfall methodologies based on project needs.

Ensure project deliverables are accepted per agreed criteria and change requests are appropriately managed.

Stakeholder Management

Develop stakeholder management strategies and stakeholder registers.

Engage with senior stakeholders including CDT, CTO, programme managers, and SMEs across the NATO Enterprise.

Facilitate communication and alignment across technical and business stakeholders in multinational contexts.

Cloud Program Governance

Align project activities with NECOM principles and enterprise-wide cloud governance models.

Support development of governance artefacts such as RACI matrices, ToRs, risk registers, and control frameworks.

Collaborate with the CSB function, cloud architects, and compliance leads to ensure programmatic coherence.

Change and Risk Management

Maintain and update project risk registers and mitigation plans.

Lead change control procedures and impact assessments of scope, schedule, and resourcing variations.

Contract & Vendor Coordination

Coordinate with contract officers and vendors for service delivery in accordance with contractual obligations.

Monitor KPIs, SLAs, and vendor performance metrics.

Reporting & Reviews

Provide weekly and sprint-based progress updates.

Participate in monthly sprint reviews, retrospectives, and continuous improvement efforts.

Submit delivery reports and update relevant documentation repositories.

The contractor will be part of a team and will provide services using an Agile and iterative approach during multiple sprints. Each sprint is planned for a duration of 1 week. The content and scope of each sprint will be agreed during the sprint-planning meeting, in writing, based on the activities mentioned above.

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 contractor 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:

3.1. 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 and review 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 sprint meeting minutes.

Agree on the required level of effort for the various sprint tasks.

Backlog Review: Review and prioritise the backlog of tasks, issues, and improvements from previous sprints.

Assess each payment milestone cycle duration of one calendar month. State of completion and validation of each sprint status and sign off sprints to be submitted for payment as covered in Section 4.

3.2. Sprint Execution

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

Regular meetings between NCIA 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 staff instructions.

Continuous improvement: Contractor 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 to use a shared dashboard or tool to track the status of the sprint deliveries and any issues.

Quality Assurance/Quality Check: Contractor 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.

3.3. 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 Contractor 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.

3.4. 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 retrospective sprint review meeting and then in writing within three days after the sprint’s end date. A report must be sent by email to the NCI Agency manager, highlighting all work performed against the agreed tasking list set for the sprint.

The contractor's payment for each sprint 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).

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

If the contractor fails to meet the agreed Acceptance criteria for any task, the NCI Agency reserves the right to withhold payment for that task/sprint. Each sprint has a duration of one week. The content and scope of each sprint will be agreed during the sprint‐planning meetings as covered in this section.

4 DELIVERABLES AND PAYMENT MILESTONES

The deliverables expected from the work on this statement of work are described in the tables below.

The Purchaser (NCIA) reserves the right to exercise a number of options of one or more sprints based on the same scrum 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 outer years (2026, 2027 and 2028) the Price Adjustment Formula will be applied in accordance with paragraph 6.5 of the Framework Contract Special Provisions.

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

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

4.1 BASE 2025: 16 October 2025 to 31 December 2025

Deliverable: 5 sprints of Project Management Support

Cost Ceiling: 4,750 EUR per sprint (5 sprints, total NTE 23,750 EUR)

Payment Milestones: Upon completion of each fourth sprint

4.2 Option 2025: 16 October 2025 to 31 December 2025

Deliverable: Up to 9 sprints of Project Management Support

Cost Ceiling: 4,750 EUR per sprint (9 sprints, total NTE 42,750 EUR)

Payment Milestones: Upon completion of each fourth sprint

4.3. 2026, 2027 and 2028 OPTION: from 01 JAN to 31 DEC

Deliverable: Up to 46 sprints of Project Management Support

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: Upon completion of each fourth sprint

5 COORDINATION AND REPORTING

The contractor shall participate in daily status update meetings, sprint planning, sprint retrospectives and other meetings, physically in the office, or in person via electronic means using Conference Call capabilities, according to project manager’s instructions.

For each sprint to be considered as complete and payable, the contractor must report the outcome of his/her work during the sprint, first verbally during the retrospective meeting and then in written within three (3) days after the sprint’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 sprint.

6 SCHEDULE

The BASE period of performance is as soon as possible but not later than 16 October 2025 and ending no later than 31st December 2025.

If the 2026, 2027 and 2028 options are exercised, the period of performance is 01 JAN to 31 DEC of the respective year.

7 CONSTRAINTS

All the deliverables provided under this statement of work will be based on NCIA templates or agreed with the project point of contact.

All the work, code, scripts, documentation, etc. will be stored under configuration management and/or in the provided NCIA tools.

All the deliverables of this project will be considered NATO UNCLASSIFIED.

Part of the work may involve handling classified networks, therefore, a security clearance at the right level is expected for the contractor(s) undertaking this project.

8 PRACTICAL ARRANGEMENTS

The contractor will be required to provide services on site at NCIA, Brussels, Belgium. Part-time work from home (can be any NATO country) may be allowed if work permits.

The contractor may be required to travel to other sites within NATO for completing these tasks.

Travel arrangements 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.

This work must be accomplished by ONE contractor.

9 QUALIFICATIONS

[See Requirements]

Requirements

9 QUALIFICATIONS

The support for this work requires a resource with the following qualifications:

• Minimum 8 years’ experience in project management of complex ICT/cloud initiatives.
• Proven success in managing multi-region cloud transformation programmes.
• Strong knowledge of cloud services (AWS, Azure, GCP) and deployment models.
• Certified PMP/PRINCE2/Scrum Master or AgilePM.
• Cloud certification (e.g., AWS Solutions Architect, Azure Admin).
• Experience working in multinational or defense environments.
• Security Clearance: NATO SECRET
• The Contractor can anticipate and proactively mitigate potential strategic and operational challenges.
• The Contractor has excellent communication and presentation skills, with the capacity to convey complex information clearly to both technical and non-technical audiences.
• The Contractor has a collaborative mind-set and a proven ability to work effectively alongside strategic leads and other stakeholders in a multidisciplinary team environment.
• The Contractor has expertise in programme delivery methodologies and relevant experience in delivering programmes within a broader portfolio context.
• The Contractor can speak and write fluent English since the work is conducted in English.
• The Contractor must have the nationality of one of the NATO nations.