IFIB-ACT-SACT-18-01_SATCOM_PMO_Amendment_.pdf

IFIB-ACT-SACT-18-01

This Enclosure is designed to assist the respective company provide HQ SACT with all necessary documents/information required. For clarification, please refer to Bidding instructions in part 1 of subject solicitation.

Description of Acquisition

Part 1 Bidding Instructions

Amendment #1 necessary documents/information required. For clarification, please refer to Bidding

1. General

2. Classification

3. Definitions

4. Eligibility

TABLE OF CONTENTS

5. Duration of the Contract

6. Exemption of Taxes

7. Amendment or Cancellations

8. Bidder Clarifications

9. Bid Closing Date

10. Bid Validity

11. Contents of Proposal

12. Proposal Submission

13. Late Proposal

14. Bid Withdrawal

15. Bid Evaluation

16. Proposal Clarifications

17. Award

18. Communications and Contacts

19. Point of Contact

ENCLOSURES:

1. Proposal/Content Checklist

2. Address Label

3. Compliance Statement

4. Past Performance

5. Mandatory Price Proposal format

6. SOW for Contractor Support for the Satellite Communications (SATCOM) Programme Management Office (PMO) necessary documents/information required. For clarification, please refer to Bidding

“The company to whom an award is made pursuant to this IFB shall be excluded from award of future contracts for hardware or software implementation, let by other NATO commands or agencies, germane to capabilities included within CP130 (Satellite Communication Transmission Services).

This exclusion clause shall also apply to any parent companies or subsidiaries of the Contractor of subsidiaries, and to individual employees of the company awarded a contract under this IFB. This exclusion clause also shall apply to any company employing personnel who performed on the contract for a different employer as a result of the award pursuant to this IFB.

This exclusion clause shall not apply to a company (parent or subsidiary) if the company provides proof they operate as a separate legal entity in a completely distinguishable and different business domain from that of the instant contract, that the company has established sufficient safeguards and firewalls to prevent information and data gained as a result of performance on the instant contract from being transferred to the other company, and that the company has established sufficient safeguards and firewalls to ensure employees performing on the instant contract do not also perform on subsequent contracts in circumstances where information or data learned as a result of performance on the instant contract can be applied to the follow-on contract for the purpose of gaining competitive advantage. Proof as mentioned above may consist of: company’s structure, roles and responsibilities within structure, business domain, ownership and control, information safeguards and firewalls, nondisclosure agreements, submission to audits, and other proof that will fulfil the purpose of the exclusion clause.

The Contractor shall include the language of this clause in any subcontract/contract issued for the purpose of the fulfilment or the obligations contracted under this contract, including individual employment contracts, and shall furnish proof to the Contracting Officer of compliance.

This exclusion clause shall remain valid for a period of three years after contract completion and full performance. Non-compliance with terms of the exclusion clause may constitute sufficient grounds for termination for cause of the contract.”

necessary documents/information required. For clarification, please refer to Bidding

PART 1 BIDDING INSTRUCTIONS

1. General

This is a Firm Fixed Price Level of Effort contract in accordance the General a n d S p e c i a l Terms and Conditions; Contract Award is contingent upon funding availability; Partial bidding is not allowed.

2. Classification

This IFIB is a NATO UNCLASSIFIED document.

3. Definitions

(a) The “Prospective Bidder”, shall refer to the entity that has completed and returned the Enclosure of the transmittal letter of this IFIB, and has indicated thereon its intention without commitment, to participate in this IFIB.

(b) The term “Bidder”, shall refer to the bidding entity that has completed a bid in response to this IFIB.

(c) The term Contractor shall refer to the bidding entity to whom the contract is awarded.

(d) The term “Contracting Officer” designates the official who executes this IFIB on behalf of HQ SACT.

(e) “Contracting Officer`s Technical Representative” or “COTR” is the official who is appointed for the purpose of determining compliance of the successful bid, per the technical specifications.

(f) The term “HQ SACT” shall refer to Supreme Headquarters Allied Command

Transformation.

(g) The term “ACT” shall refer to Allied Commander Transformation.

(h) The term “NATO”, shall refer to the North Atlantic Treaty Organisation.

(i) The term “days” as used in this IFIB shall, unless otherwise stated, be interpreted as meaning calendar days.

(j) The term “Habitual Residence”, means HQ SACT, Norfolk, Virginia, VA 23511.

4. Eligibility

This IFIB is open to companies:

(a) Established in a North Atlantic Treaty Organisation Alliance member nation.

necessary documents/information required. For clarification, please refer to Bidding

(b) Working in the required field of study and legally authorised to operate in the

United States of America, at the time of bidding.

(c) Has performed the desired past performance including size, cost and scope, as described in this IFIB.

5. Duration of Contract

(a) The contract awarded shall be effective upon date of award.

(b) Period of Performance: Base Period is on or about 1 JULY 2018 – 30 JUNE

2020.

6. Exemption of Taxes

(a) In accordance with the agreements (Article VIII of the Paris Protocol dated, 25 August 1952) goods and services under this contract are exempt from taxes, duties and similar charges.

7. Amendment or Cancellation

(a) HQ SACT reserves the right to amend or delete any one or more of the terms, conditions or provisions of the IFIB prior to the date set for bid closing. A solicitation amendment or amendments shall announce such action.

(b) HQ SACT reserves the right to cancel, at any time, this IFIB either partially of in its entirety. No legal liability on the part of HQ SACT shall be considered for recovery of costs in connection to bid preparation. All efforts undertaken by any bidder shall be done considering and accepting, that no costs shall be recovered from HQ SACT. If this IFIB is cancelled any/all received bids shall be returned unopened, per the bidder’s request.

8. Bidder Clarifications

(a) Prospective Bidders should seek clarification at their earliest convenience.

Any explanation regarding the meaning or interpretation of this IFIB, terms, clause, provision or specifications, shall be requested in writing, from the

Contracting Officer. The Contracting Officer must receive such requests for clarification no later than 3 calendar days prior to the bid closing date.

necessary documents/information required. For clarification, please refer to Bidding

(b) In lieu of a bidder’s conference, HQ SACT invites bidders to submit initial technical questions not later than 20 APRIL 2018, 1300 hours Eastern

Standard Time, Norfolk, Virginia, USA.

(c) Information in response to all inquiries / requests for clarification to a prospective bidder shall be furnished to all prospective bidders at the following link: http://www.act.nato.int/contracting-procurements as a Question and Answer addendum. All such addendums and any necessary solicitation amendments shall be incorporated into this IFIB. Oral Interpretations shall not be binding.

9. Bid closing date

Bids shall be received at HQ SACT, Purchasing and Contracting Office, no later than 7 May 2018, 1300 hours, Eastern Standard Time, Norfolk, Virginia, USA.

No bids shall be accepted after this time and date.

10. Bid Validity

Bids shall be remain valid for a period of one hundred and twenty days (120) form the applicable closing date set forth within this IFIB. HQ SACT reserves the right to request an extension of validity. Bidder shall be entitled to either grant or deny this extension of validity; HQ SACT shall automatically consider a denial to extend the validity as a withdrawal of the bid.

11. Content of Proposal

The proposal shall consist of 5 copies of the following minimum paper documents (Clipped - no spiral or plastic binding please): Additionally electronic copies (e-mailed PDF version) of the documents are required no later than 7 May 2018, 1300 hours, Eastern Standard Time, Norfolk, Virginia, USA.

A table of contents for the entire proposal (Checklist provided as Enclosure #1)

(a) The bidder’s full name address, Point of Contacts, Telephone, Fax number and Internet site, (See Enclosure #2);

(b) Compliance statement (See Enclosure #3);

(c) Provision of administrative, financial and technical volumes

(d) Compliance criteria, (See Annex A to Statement of Work).

(e) Past performance (See Enclosure #4)

(f) Company price proposal (Enclosure #5) http://www.act.nato.int/contracting-procurements necessary documents/information required. For clarification, please refer to Bidding

12. Proposal Submission

(a) Proposals shall be submitted in a single package containing two volumes, Technical volume and Price volume, each separately sealed. The single package shall be clearly marked with the mailing label, citing the IFIB

Solicitation reference number, (See Enclosure #3). Within the single package shall be the Technical and Price volumes, separately packaged and identified.

(b) An electronic copy of the proposal, not to include the Price volume is required to the assigned Contracting Officer, prior to the established bid closing date via E-mail PDF document.

(c) Proposal packages may be delivered by mail, courier or hand carried prior to the established deadline.

(d) Proposal packages must be delivered to the HQ SACT via a verifiable method or be handed to a member of the BUDFIN/Purchasing staff, who shall endorse the package with a time date and delivery official shall counter sign, as to the accuracy of the recording.

(e) Price proposals shall be in U.S. Dollar currency. Contractor may request payment post award in alternate currency based on agreed conversion rate.

(f) Prices shall be on a Firm Fixed Price Basis and include any relevant discount schedule.

(g) It is the sole responsibility of the interested company to review any Q & A that may be issued in support of this solicitation, prior to bid submission.

(h) No oral bids or oral modifications or telephonic bids shall be considered.

(i) It is the ultimate responsibility prior to submission that all proposal submissions are reviewed to ensure they meet the technical and administrative specifications and that offers meet the limitations and expressed conditions.

13. Late Proposals

(a) It is solely the bidder`s responsibility that every effort is made to ensure that the proposal reaches HQ SACT prior to the established closing date and time.

All late bids shall be returned to the offering company unopened. Only if it can be unequivocally demonstrated that the late arrival of the bid package was the result of NATO staff negligence (mishandling) shall the bid be considered.

(b) A delay in a commercial courier service does not constitute a delay by NATO or government channels.

necessary documents/information required. For clarification, please refer to Bidding

14. Bid Withdrawal

A bidder may withdraw their bid up to the date and time specified for bid closing.

Such a withdrawal must be completed in writing or facsimile, with attention to the HQ SACT Contracting Officer. The proposal shall be returned unopened, at the expense of the company.

15. Bid Evaluation

(a) The evaluation of bids and determination as to the responsiveness and technical adequacy or technical compliance, of the products or services requested, shall be the responsibility of HQ SACT. Such determinations shall be consistent with the evaluation criteria specified in the IFIB. HQ SACT is not responsible for any content that is not clearly identified in any proposal package.

(b) Proposals shall be evaluated taking into consideration of the following factors;

- Successful administrative submission of bid packages as requested in paragraph 11, as listed in this IFIB.

- Successful determination of Technical compliance. (Compliant/Non-compliant).

- Successful cost price criteria (Lowest Price Technical Compliant Offer).

- Acceptance of HQ SACT General and Special Terms and Conditions.

16. Proposal Clarifications

During the entire evaluation process HQ SACT reserves the right to discuss any bid with the order to clarify what is offered and interpretation of language within the bid, to resolve in potential areas of non-compliance.

17. Award

HQ SACT intends to award a firm fixed price contract to the Offeror whose proposal(s) represents the lowest priced technically compliant offer.

HQ SACT will collect information from references provided by the Offeror in regard to its past performance. Contractors must provide authorization to contact references.

HQ SACT reserves the right to negotiate minor deviations to the listed General and Special Terms and Conditions to this IFIB necessary documents/information required. For clarification, please refer to Bidding

18. Communications

All communication related to this IFIB, between a prospective bidder and HQ SACT shall only be through the nominated HQ SACT Contracting Officer.

Designated contracting staff shall assist the HQ SACT Contracting Officer in the administrative process. There shall be no contact with other HQ SACT personnel in regards to this IFIB. Such adherence shall ensure Fair and Open Competition with equal consideration and competitive footing leverage to all interested parties.

19. Point of Contact is:

Catherine Giglio, ACT Contracting Officer 757-747-3856, catherine.giglio@act.nato.int or

Tonya Bonilla, ACT Contracting Officer 757-747-3575, tonya.bonilla@act.nato.int

All correspondence shall be forward to:

HQ SACT, BUDFIN BRANCH

Purchasing & Contracting, Contracting Officer

IFIB-ACT-SACT-18-01

ATTN: Catherine Giglio 7857 Blandy Road, Suite 100, Norfolk, VA, U.S.A.

mailto:keith.klemm@act.nato.int mailto:brian.garbert@act.nato.int necessary documents/information required. For clarification, please refer to Bidding

Enclosure 1

PROPOSAL CONTENT / CHECKLIST

Table of Contents

Bidder`s name, address, POC, Contact numbers, email address.

Compliance Statement.

Past performance (including References).

List of Key personnel.

Technical Proposal.

Price Proposal.

Mailing label.

Enclosure 2

(The label below is to be completed by the bidder and affixed to the exterior envelope; parcel or package mailed or deliver to ACT)

SEALED BID TO IFIB-ACT-SACT-18-01

(To be opened by Contract Awards Committee (CAC Only)

Sender:

HQ SACT

Attn: Catherine Giglio 7857 Blandy Road, Suite 100, Norfolk, VA 23551-2490 U.S.A

This Enclosure is designed to assist the respective company provide HQ SACT with all necessary documents/information required. For clarification, please refer to Bidding instructions in part 1 of subject solicitation.

Enclosure 3

COMPLIANCE STATEMENT TO SEALED BID IFIB-ACT-SACT-18-01

It is hereby stated that our company has read and understands all documentation issued as part of IFIB-ACT-SACT-18-01. Our company proposal submitted in response to the referenced solicitation is fully compliant with the provisions of IFIB-ACT-SACT-18- 01 and the intended contract with the following exception(s); such exemptions are considered non substantial to the HQ SACT solicitation provisions issued.

Clause Description of Minor Deviation.

(If applicable, add another page)

Company: Signature:

Name & Title: Date:

Company Bid Reference:

Bidder’s proposal must be based on full compliance with the terms, conditions and requirements of the IFIB and all future clarifications and/or amendments. The bidder may offer variations in specific implementation and operational details provided that the functional and performance requirements are fully satisfied. In case of conflict between the compliance statement and the detailed evidence or explanation furnished, the detailed evidence/comments shall take precedence/priority for the actual determination of compliance. Minor or non-substantial deviations may be accepted. Substantial changes shall be considered non responsive.

Enclosure 4

PAST PERFORMANCE INFORMATION FORM

(a) Contracting Agency:

(b) Contract No:

(c) Type of Contract (Firm Fixed Price, IDIQ, Requirements):

(d) Title of Contract:

(e) Description of Work Performance and Relevance to Current Acquisition (Type of facility, capacity, estimated patronage, summary of staff used):

(f) Contract Dollar Amount:

(g) Period of Performance:

(h) Name, Address, Fax and Telephone No. of Reference:

(i) Indicate Whether Reference Acted as Prime or Sub-contractor:

(j) Comments regarding compliance with contract terms and conditions:

(k) Complete Contact Information for client:

(l) Permission to contact client for reference: Yes/ No

Name/Signature of Authorized Company Official necessary documents/information required. For clarification, please refer to Bidding

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Enclosure 5

IFIB-ACT-SACT-18-01 SEALED BID PRICE PROPOSAL

COMPANY NAME: ABC, Inc ADDRESS: Street, City, Post code

TO: Chairman of Supreme Allied Commander Transformation, (HQ SACT) Contracts Award Committee.

ATTN: Catherine Giglio 7857 Blandy Road, Suite 100 Norfolk, VA 23551

Please verify and acknowledge propriety of above, by duly completing signatures below.

Authorizing Company Official:

Printed Name:

Position:

Title:

Authorizing Company (Signature): ---------------------------------, Date: -----------------.

Company name Witness Official:

Printed Name:

Witness Signature: ----------------------------------------------------------, Date -----------

Proposed rates must be fully “loaded” [G&A, O/H etc.], however they must not include per diem (meals & lodging) and travel. Travel (and related expenses) will not be covered under this contract, but handled separately in accordance with the ACT Financial Manual.

SUBJECT: IFIB-ACT-SACT-18-01 Sealed Bid Price Proposal

Please find on behalf of Insert: Company Name to provide HQ SACT with services (collectively referred as “ITEMS”), subject to the provisions, terms and conditions stated in IFIB ACT-SACT-18-01 and the “Insert : Company Name Technical proposal”, submitted in accordance with solicitation provisions.

Service Area Base Period (on or about) 01 JULY

2018 – 30 JUNE

HQ SACT

Hourly Rate:

Total Base Period Cost (hourly * 3600)

Contractor 1 – Lead/ Senior Engineer – Lifecycle Manager / Norfolk, USA

Contractor 2 – SATCOM Requirements and Architecture Analyst / Norfolk, USA

Contractor 3 – Systems Engineer and Project Analyst / Norfolk, USA

Total Contract Value $

Please verify and acknowledge propriety of above, by duly completing signatures below.

Authorizing Company Official:

Printed Name:

Authorizing Company (Signature): ---------------------------------, Date: -----------------.

Company name Witness Official:

Printed Name:

Witness Signature: ----------------------------------------------------------, Date -----------

SoW for SATCOM PMO i

Enclosure 6

A. STATEMENT OF WORK (SoW)

FOR

“PROVIDE CONTRACTOR SUPPORT FOR THE SATELLITE

COMMUNICATIONS (SATCOM) PROGRAMME

MANAGEMENT OFFICE (PMO)”

CAPABILITY PACKAGE CP9A0130

PROJECT 2016/0CM03128-00

VERSION 1.4

AMENDED

ii

TABLE OF CONTENTS

REFERENCES .......................................................................................................... iv

1. Introduction

2. Project management

3. Project services and anticipated deliverables

4. Schedule of supply and services

5. Project acceptance

6. Required qualifications and experince iii

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LIST OF FIGURES

Figure 1 - Through Lifecycle Management (TLCM): a capability approach to PMO output Figure 2 - Through Lifecycle Management (TLCM): PMO output cross-cutting across DOTMLPFI components through a capability lifecycle

LIST OF TABLES

Table 1 - PMO contracted services and implementation milestones file:///C:/Users/act.bonilla/AppData/Roaming/Microsoft/Word/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/5EWJXYBS/AppData/Local/Microsoft/Windows/act.jakobs/Downloads/PMO_SOW_v03_2.doc#_Toc430725601 file:///C:/Users/act.bonilla/AppData/Roaming/Microsoft/Word/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/5EWJXYBS/AppData/Local/Microsoft/Windows/act.jakobs/Downloads/PMO_SOW_v03_2.doc#_Toc430725601 file:///C:/Users/act.bonilla/AppData/Roaming/Microsoft/Word/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/5EWJXYBS/AppData/Local/Microsoft/Windows/act.jakobs/Downloads/PMO_SOW_v03_2.doc#_Toc430725602 file:///C:/Users/act.bonilla/AppData/Roaming/Microsoft/Word/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/5EWJXYBS/AppData/Local/Microsoft/Windows/act.jakobs/Downloads/PMO_SOW_v03_2.doc#_Toc430725602 file:///C:/Users/act.bonilla/AppData/Roaming/Microsoft/Word/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/5EWJXYBS/AppData/Local/Microsoft/Windows/act.jakobs/Downloads/PMO_SOW_v03_2.doc#_Toc430725478 iv

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REFERENCES

A. AC/4A(2017)0028, dated 14 Dec 17.

B. AC/335-D(2015)0007-REV3 – Capability Package 9A0130 “Satellite

Communication (SATCOM) Transmission Services” - Joint Staff Screening

Report, 08 December 2015

C. AC/4(PP)M(2016)0066 (INV) – Capability Package 9A0130 SATCOM

Transmissions Services Capability Package Implementation Plan (PIP), dated 14 July 2016.

D. 8010/TSC MFX 0140/TT-171022/Ser:NU0680 – Submission of Type ‘B’

Cost Estimate (TBCE) and request for First Stage Authorisation, Project

2016/0CM03128, Provide Contractor Support for the SATCOM Project

Management Office, 14 September 2017.

E. Bi-SC AIS PMO Terms of Reference, dated 1 Feb 16.

F. Notice of Intent for IFB SATCOM PMO, dated 6 December 2017.

http://aispmo.collab.act.nato.int/AIS%20PMO%20Internal%20Document%20Library/AIS_PMO_Newcomers/Newcomers_Welcome_Package/20160301_NU_BiSC_AIS_PMO_Terms_of_Reference.pdf http://www.act.nato.int/images/stories/budfin/noi1801.pdf

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1. Introduction

1.1. Purpose

The purpose of this Statement of Work (SoW) is to describe the scope of the contracted services required within CP 9A0130 Project 0CM03128 as authorised at Reference A. The contracted services represented within this scope shall principally serve the SATCOM project management requirement, but shall also complement and enhance the overall Bi-SC Programme Management Office (PMO) capability.

The purpose of a PMO (of any description) is to underpin the delivery of its component projects and programmes. It does so by providing supporting services to assist those accountable to deliver the outputs and outcomes within their specific cost, schedule and requirement parameters. The nature of those supporting PMO activities are adapted for the context of the organization, but ultimately serves a common goal: to improve the effective and efficient delivery of capability and achieve benefits realization. The value of a PMO service is proportional to the cost and complexities of the programme; it mitigates delivery risk across the lifecycle of a programme and underpins its success. The PMO represents a small proportion of the overall capital investment for the capability, however it provides a means through which delivery can be better assured against its approved cost, schedule and requirement parameters.

Thus, the delivery of contracted services is to improve the quality, timelines, cost-effectiveness and delivery of the future NATO SATCOM capability. The contracted services will provide support and integration to the numerous capability lifecycle management functions and with the necessary grasp of the technical nuances of the SATCOM capability in order to deliver a comprehensive and integrated project management service to the Strategic Commands (SCs).

1.2. Scope

This contract shall provide a Firm Fixed-Price award with a 24-month base period as a Level of Effort contract (with no options).

SATCOM contractors will coexist alongside related PMO assets (currently provided by the AIS PMO) in a virtual Consultation, Command and Control (C3) PMO entity, supporting the broader NATO C3 portfolio. Collectively, these assets will support the NATO CIS (Communication Information Systems) Programme as a component of related systems and services, programed across the specific Capability Packages (CPs) that supports the operational and administrative processes of NATO Commands in static and deployed environments.

The purpose of the SATCOM PMO is primarily to provide specialist SATCOM Project, Programme and Portfolio Management (P3M) skillsets that will deliver a range of services to support the delivery of the SATCOM capability. This resource will, in turn, enhance overall cohesion and delivery of PMO functions within the SCs to better support the delivery of C3 capabilities. This contract therefore addresses both capacity and technical shortfalls within the SCs to satisfactorily deliver a required PMO function for SATCOM.

Whilst the project will support the full lifecycle and DOTMLPFI1 components of the SATCOM capability, priority will likely be afforded to specific projects within CP9A0130 that are being prepared for, or are under, Implementation.

The scope of the contracted services is to provide project and programme management skillsets for CP 9A0130 that will augment and assure the delivery of NATO CIS and its dependant CPs. This shall include all aspects of SATCOM Space and Ground segments and SATCOM services as detailed by the approving CP and to ensure coherence between the Space and Ground domains. Specifically:

(a) Manage capability requirements. Providing traceability and verification of requirements across CP 9A0130 and its dependant CPs, ensuring coherence with related (inter) dependencies appropriately considered across the lifecycle and the C3 enterprise architecture.

(b) Manage project schedule. Ensuring transparency and accuracy of reporting during Implementation, exploiting Information Knowledge Management to ensure greater understanding of project health.

(c) Manage project costs. Implement the process of collecting, interpreting and analysing financial data by applying quantitative tools and techniques to predict future resources that will be required in any lifecycle stage of a given capability, highlighting performance (risks and discrepancies) as required to the C3 decision makers.

(d) Manage project interdependencies. Coordinating and having an awareness of interdependencies of this and other CPs which support the delivery of NATO CIS are managed collectively. Promoting interoperability for improved programme coherence and situational awareness with affected stakeholders.

(e) Manage change control. Implement a controlled change control process – with impacts appropriately assessed and communicated - where approved schedule, cost and requirement parameters are or expect to exceed those approved project parameters.

1 Doctrine, Organisation, Training, Materiel, Leadership, Personnel, Facilities, Interoperability

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(f) Provide communications and reporting. Communicate key project health parameters such as forecasts, expenditures, risks and progress to the affected stakeholder group.

(g) Lifecycle management. Supplement the Peacetime Establishment (PE) with the necessary expertise to ensure the coherent delivery of Common- Funded capability throughout the lifecycle and in concert with its component DOTMLPFI parts.

(h) Enhance NATO enterprise and federated working. Ensuring the benefits of enterprise and federated working are fully exploited to encourage improved delivery of SATCOM capability.

1.3. Customer Base for the PMO

The NATO Command Structure is the principal portion of the customer base in its static and deployed facilities for CIS (for which SATCOM is a component). In line with the Federated Mission Networking (FMN) requirements, SATCOM service and capability architecture will support the interoperability and federation through the use of common or compatible technical solutions. Thus, the inclusion of projects that provide services to NATO Force Structure help contribute to the implementation of a more comprehensive approach.

1.4. Bi-SC CIS Programme Management Framework

The development, implementation and delivery of CIS services in NATO follows a process that is split between management areas each broken down in stages or phases with assigned management authorities for each phase/stage. Given the complexity of both the process and the responsible bodies, coupled with the need to transition between phases/stages, there is a considerable challenge to deliver the right service on time and within budget to the operational user.

The range of activities and the stages of the lifecycle of C3 Capabilities and Information and Communication Technology (ICT) services are managed by different authorities:

(a) ACT (HQ SACT) - as Transformation Authority (TA)

(b) ACO (SHAPE) – as Operational Authority (OA)

(c) NCI Agency – as Implementation and Service Provisioning Authority (IA/SPA)

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Ensuring the clear definition of requirements and the coherence of the development, implementation and acceptance of SATCOM is a shared endeavour between the two SCs (TA and OA - the Customer) and the NCI Agency (IA/SPA - the Supplier). Particularly, for the delivery of Common Funded CIS capabilities, there is a need to maintain a clear separation between the SCs who define and interpret requirements and operational acceptance criteria and those who implement programmes to meet the identified requirements - such as the NCI Agency as Host Nation (HN). In order to provide continuity, coherence and improved capability management throughout the lifecycle of projects and programmes the SATCOM PMO – in concert with the extant AIS PMO – will be established. The addition of SATCOM services will provide support for its component projects across its DOTMLPFI lines of development in order to guide implementation, maintain corporate knowledge, identify dependencies, sequence activities, mitigate risks and orchestrate the interconnected capability lifecycles.

The provision of SATCOM PMO services (and indeed those from the AIS PMO) therefore provide the SCs with a means in which to assist them in discharging their responsibilities during the lifecycle of large and complex programmes. Neither entity should be mistaken for the programme or equivalent structures contained within the implementation agencies; it is the intelligent customer role that is being provided to the supported common-funded capability areas within a defined scope. To provide continuity, coherence and traceability across the capability lifecycle, SATCOM contractors will have a supporting role in activities related to all lifecycle stages and decision gates of the SATCOM capability and across the NATO C3 enterprise (ACO, ACT and NCIA).

(a) The main responsibility of the TA is to provide C3 strategic planning and to define, develop and evolve C3 capabilities, systems and services, including: specifying capability, systems and future service requirements; evolution planning;

capability package development; programming for NSIP elements; and oversight of lifecycle management;

(b) The main responsibilities of the OA are to: specify near-term operational needs and to identify current shortfalls; accept C3 capabilities, systems and services for operational usage (including budgeting for military budget (MB) elements);

request changes to existing SLAs or new SLAs for new delivered services; undertake CIS planning in support of operations & exercises; direct, control and coordinate C3 for operations & exercises; and to conduct operational evaluation of obsolete or superfluous capabilities, systems and services

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with a view to disposal.

The SATCOM PMO will interface with its counterparts in the NCI Agency, for which a Programme Management and Integration Capability (PMIC) currently provides a means to collaborate and share information. The PMIC is the supplier counterpart of the PMO.

The PMIC area of responsibility is limited to the Implementation phase, whereas the PMO has responsibilities for the entire capability lifestyle and goes beyond the delivery of the Materiel component for which the Agency is responsible. Accordingly, regular and appropriate interface will be required to promote the successful delivery of the SATCOM capability.

From a funding perspective, the services funded via NATO Security Investment Programme (NSIP) cover the activities related to implementation and transitions. The contracted services for activities related to concept development, capability definition or capability usage are covered under the Programme of Work and Service Level Agreements (SLAs), funded from SCs budget.

1.5. Task Overview

The PMO (referred herein as a collective term for all related Bi-SC PMO assets) will provide support to the SCs for a range of P3M services in a collaborative environment to specified CPs. These services will be provided, in part, by contracted services for which SATCOM assets represent one such source of expertise. This resource shall not execute the Programme of Work of the individual projects, rather they shall operate in a supporting manner such that the SATCOM project management functions are performed in a coherent manner which augments the delivery and development of NATO CIS. The areas of responsibilities for the SATCOM PMO have been derived from the following sources:

(a) The project scope in the Joint Staff Screening Report (JSSR) and PIP (Reference A);

(b) The roles and responsibilities as described in the AIS PMO TORs (Reference D).

The nature of contractor services will follow a matrix arrangement as operated in the AIS PMO whereby contractors will assume technical responsibility within their specialist field (in this case SATCOM), but also cross-cutting lifecycle management responsibilities that enable the through-lifecycle support in order to enhance the coherence of related C3 capabilities at the programme

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level. Details for tasks for contracted services are shown in Section 3.

The lifecycle will broadly follow 3 phases:

(a) Transition to Implementation. The SATCOM PMO must be able to provide management in support of the dynamic operational environment based on mission threads and mindful of a service oriented approach and DOTMLPFI components. Fulfilling a mission thread requires a perspective larger than that of projects, particular systems or capabilities. Consequently the approach for requirement management is a cross-domain, iterative and continuous model.

The main activities relating to requirements management and quality management are requirement traceability and requirements maturity check.

The traceability from capability to project technical requirements will be based on technical and operational architectures. There are linkages, interdependencies and feedbacks that are identified and communicated through project and programme analysis and programme governance. From the outset, the SATCOM PMO needs to enhance its visibility of lifecycle costings, Information Knowledge Management and Interoperability.

(b) During Implementation. The SATCOM PMO must be able to provide management and technical services in support of change management of projects (strategic programmatic overview) and identify and harmonize interdependencies. It will provide programmatic support services to CP teams and the C3 Command Group Substructure by focusing on monitoring project implementation activities, schedules, risks and issues, requirements and operational acceptance criteria, supporting the transitions between TA, IA and

OA (harmonised situational awareness on the project status). This also includes visibility, and traceability of changes, particularly where there may be a direct or indirect operational impact as a consequence of the change. The

PMO will serve as an information hub for the Bi-SCs in these areas and facilitating stakeholder communication for more effective and coherent project implementation. This service will help create a programmatic assessment of all projects and deliverables within its portfolio.

(c) Transition to Service. The SATCOM PMO must be able to provide management and technical services for transition management, verification and validation, Operational Acceptance execution (Fit for Purpose), business change and operational risk. These activities will be conducted in close collaboration with PMIC. The V&V activities will be based on test scenarios, test plans and test cases developed using a DOTMLPFI approach. The SATCOM

PMO will improve the formal acceptance processes with the implementation of an operational acceptance functionality, (overview over V2, OT&E Planning, NATO UNCLASSIFIED

DOTMLPFI, affordability, report on acceptance, quality and completeness, requirements fulfilment check). There are linkages, interdependencies and feedbacks that are identified at the transition to service which are harmonised, synchronised and aligned with the programme governance and business change.

Fig. 1 – Through Lifecycle Management (TLCM): a capability approach to PMO output.

Fig. 2 – Through Lifecycle Management (TLCM): PMO output cross-cutting across DOTMLPFI components through a capability lifecycle.

1.6. Functional Overview

The SATCOM PMO will manage, from a customer perspective, the coherent delivery of the SATCOM capability. The primary tasks include:

(a) Developing, populating and maintaining a toolset to conduct supporting

P3M activities;

(b) Verifying and assessing the programme interdependencies, in order to ensure a logical sequence and coherence of delivery. This will also provide the consequential impacts to other CPs from changes to any project within the C3 portfolio;

(c) Support a through lifecycle requirements traceability process to ensure that the delivery of capability matches the user requirement in accordance with customer/user approved changes;

(d) Reporting the progress and performance of the implementation of specified Common-Funded activity to key Bi-SC and C3 CG decision-makers and coordinating bodies.

(e) Provide DOTMLPFI analysis and their supporting/supported CPs.

The SATCOM PMO will not duplicate existing programme execution activities in ACT/ACO, not does it substitute the roles of Action Officers such as the

Capability Coordinators (CAPCOs), Operational Coordination Officer (OCO), the programme managers or other Subject Matter Experts (SMEs). Rather, it shall ensure and assure that the P3M functions are addressed in a coherent

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manner across the SATCOM project and are complimentary to the C3 portfolio needs.

In addition, the SATCOM PMO should not be mistaken for the tools made available to NATO CIS Agencies to discharge their responsibilities in coordinating the implementation of programmes made up of various major projects or when several Host Nations (HN) are involved. A collaborative approach, in keeping the NATO C3 enterprise and federated approach, shall be maintained, but it will not abdicate the HN responsibility to discharge their contractual obligations. The SATCOM PMO will provide the necessary oversight and governance of related P3M activity in a supporting role and provide an Intelligent Customer role to the SCs.

1.7. Lifecycle (TI/DI/TS) Functions

The following functions are required to fulfil the requirements of SATCOM programme management:

(a) Requirement Overview and Traceability. The generation, documenting and tracing of user requirements, with appropriate technical scrutiny, over the entire lifecycle of the requirement from capability definition through capability realization and capability usage;

(b) Quality Assurance (QA). The utilisation of a quality system that ensures the delivered capabilities are fit for purpose;

(c) Stakeholders Analysis and Communication. Performing effective stakeholder analysis, and will in conjunction with strategic communication staff, develop appropriate communications plans (cross-functional) to its numerous stakeholders.

(d) Lessons Identified and Lessons Learned. The analysis of the causes of successes and deficiencies keeping decision-makers informed

(cross-functional) and making continual effort to improve the delivery of

Common-Funded capability;

(e) Risk Management. Support the SC in Management of Risk, and where required, support Risk Owners in developing their risk mitigation plans

(cross-functional);

(f) Monitor Implementation / Programmatic Overview. Maintain visibility of the implementation plans and status in order to coordinate proper sequencing and minimisation of disruption within the implementation phase. The PMO will support the stakeholders in realising the capability benefits;

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(g) Change Management. Support the process for identifying which elements of the capability should be put under change control and at what level within the SCs decisions must be made. Using extant

Business Change Management (BCM) processes, this should include changes to requirements, acceptance criteria and project implementation related changes;

(h) Transition management. Support the process for identifying the

Acceptance Criteria and then will work with the capability community of

Interest including the Agency to ensure these are tracked and satisfied assisting the transition to the user community;

(i) Verification and Validation. Provide lifecycle support to ensure requirements are appropriately verified and then validated offering transparency and traceability to the operational need.

(j) Lifecycle Costing. Provide the means and processes in which to monitor and report costs and variances between the approved schedule or costs and the actual accrued costs during the capability lifecycle.

(k) Information Knowledge Management (IKM). Establish common and repeatable business practices from which project and programme information sources can be captured, interpreted and presented to the

C3 decision makers.

(l) Interoperability. Establish systematic and routine analysis and governance of related and inter-related project activity at the programme level, ensuring programme and requirement coherence and situational awareness is maintained against the capability and interoperability goals.

1.8. SATCOM PMO resourcing

This project will provide technical and management services exclusively through contractors. Its contractors shall be fully integrated within the Bi-SC AIS PMO manning structure in order to optimise the execution of Project 03128 and also maximize the synergies with related PMO activity.

The AIS PMO is composed from PE and contractors. The PE and contractor element of the AIS PMO are composed of eight core members respectively, distributed evenly between ACT and ACO.

ACT is the lead SC and Host Nation (HN) for this project to which the SATCOM contractors shall report to the Head of the AIS PMO in his capacity as the Contracting Authority.

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ACT, as Host Nation for Project 03128, will receive NSIP funding to contract services for predefined tasks and for limited duration, during the various stages of the implementation, to the benefit of the SATCOM capability.

1.9. Scope of Work for the contracted services

The SATCOM PMO competencies for contracted services will be focussed on management and technical services based primarily on following areas:

(a) Technical Services:

(1) Requirements Management;

(2) Technical and operational architecture management;

(3) Verification, validation and operational acceptance management;

(4) Transition management.

(5) Interoperability

(b) Management services:

(1) Change management;

(2) Lifecycle management;

(3) Quality management;

(4) Business change management;

(5) Lessons identified;

(6) Risk and issue management.

(7) Lifecycle costing;

(8) Information Knowledge Management.

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1.10. Statement of Work Organisation

Section 1 of this Statement of Work (SoW) defines the general requirements and framework for technical and management services to be provided under this Contract. Section 2 defines the project management approach and the project management support requirements for the contracted services. Section 3 defines the requirements for the service areas that span the range of services to be provided under this contract. Section 4 defines the Schedule of Supplies and Services. Section 5 identifies acceptance. Section 6 defines the qualifications, experience and education requirements for the labour categories to be used in performance of this contract.

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2. Project management

2.1. Approach

Recognising the PMO function as critical to delivering the SATCOM capability within its approved cost, schedule and requirement parameters, and this project shall adopt common and proven PRINCE 2, MSP and MoR project and programme management methodologies. The project shall have a formal reporting and tasking chain for contractors.

2.2. Management of the Project

The contract for contracted services will be administered and controlled by ACT in its role as HN. The management of the project will be done in two levels with review meetings and actions at specified milestones:

(a) Executive level. Senior level from ACT, ACT/ACO Contracting Officer’s Technical Representative (primary COTRs), ACT Contracting Officer and Contractor. Minimum meeting once per year

(b) Team level. Project Manager, Contractor lead, deputy COTRs.

One meeting per month.

In addition to this SoW, Terms of Reference (TORs) will be provided at the start of the Contract by the SC for additional context. The PMO aligns efforts and priorities to its internal Work Plan that describes the team’s deliverables, its priority and assigns PE and/or contractors to it. This Work Plan will form the basis of monthly reports provided by the PMO and Contractor to its respective stakeholders.

2.3. Tasking of the PMO contractors

(a) The Head of PMO will be the day-to-day tasking authority for both the AIS PMO and the SATCOM PMO and is responsible for the overall planning execution and performance of the contractors.

(b) The Project Manager (PM) for the management of the project and the contractors will be the AIS PMO Head who shall also assume the role as the

Contracting Officer Technical Representative (COTR). The tasking of contractors will be through a single and nominated individual through the PM.

(c) Beside the activities related to the management of this project (e.g.

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management of the schedule, cost, scope, quality, risks, etc.) the PM will have the tasking authority and will account for the time of the contractors.

2.4. Reporting

(a) The Head of PMO reports to Deputy Chief of Staff Capability Development (DCOS Cap Dev) and indirectly to the Investment Committee (IC) through the appropriate management boards and to the respective Bi-SC Chain of Command (Reference D).

(b) Functional reporting of technical matters relating to C3 capability will be raised through the appropriate Bi-SC Chain of Command, the C3 CG substructure and other capability management entities as required.

(c) The review of contractor activity shall be made on a monthly basis from the contractor PM to the PMO Head through a monthly highlight report.

2.4. Management of Project 0CM03128

The COTR shall provide direction, guidance, and support information, as needed, for all technical and content areas of the SoW. The COTR shall:

(a) On behalf of the ACT Contracting Officer, attempt to resolve outstanding disputes, problems, deficiencies, and/or questions on the technical aspects of the SOW;

(b) Review, and approve, all Contractor tasking and deliverables for completeness and accuracy;

(c) Submit to the ACT Contracting Officer the signed company monthly report with his endorsement for retention in contract administration file.

The COTR shall review the Contractor’s work at a minimum of monthly, or as needed. The COTR’s written approval of work performed is mandatory for Contractor invoices to be successfully processed. The primary COTRs for this contract is the PMO Head, supported by a nominated Deputy COTR who will be responsible for the administrative functions of the contract.

2.5. PMO Team Integration

The PMO PE, SATCOM contractors and AIS contractors shall operate as a single entity embracing collaborative and cooperative working practices.

a) The PMO team shall use the reporting channels and keep team members aware of their commitments and informed of the project’s progress;

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b) The PMO shall organize frequent team meetings and encourage cooperation, brainstorming, and collaboration.

c) The PMO shall encourage the use of common information tools to facilitate information sharing and collaboration.

d) The PMO shall establish and maintain close and frequent communication and coordination between its staff members in Norfolk and in Mons.

e) The PMO is encouraged to have visits, on a case by case basis, to the other NATO sites to sustain this close coordination and collaboration.

f) The PMO will collaborate closely with those existing SATCOM development, delivery and operational user communities which are established and in place across ACT, ACO and the NCIA.

2.6. Project Management Support (PMS)

The contractor shall provide Project Management Support (PMS). This includes the management, the documenting and oversight of all activities performed by the contractor personnel to satisfy the requirements for the tasks included in section 3.

The requirements for PMS are as follows:

2.6.1. Project Kick-off meeting

The Contractor shall meet with the PM at the NATO facility in Norfolk, VA, USA at a mutually acceptable time/date to review the schedule of activities and to discuss any preparations or coordination required to deliver the contract.

The meeting,…