2024-0271 Complementary Learning Opportunities (Ns) - Wed 6 Nov

Deadline Date: Friday 1 November 2024
Requirement: Complementary Learning Opportunities
Location: Oeiras, PT
Full Time On-Site: Yes
Time On-Site: 100%
Period of Performance: 2025 BASE: As soon as possible not later than 2nd January – 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
Start date is as soon as possible but not later than 2 January 2025
Required Security Clearance: NATO SECRET
1. INTRODUCTION The NATO Communications and Information Academy (NCI Academy) located in Portugal, Belgium and The Netherlands reinforces NATO's technological edge through excellence in Cyberspace learning.
The NCI Academy has the Academy Learning Environment, which is the toolset associated with all back-end learning and development activities, the transfer of knowledge from trainers to students and the support of the student learning process. To secure the Academy Learning Environment, there is a team responsible for all activities related to the operation and maintenance of this infrastructure. In addition to setting up courses, maintaining them and deploying them as they iterate, the team is also responsible for running projects to ensure that the Academy Learning Environment is state of the art.
The NCI Academy is looking to outsource the Complementary Learning Opportunities Coordinator function.
The work shall be primarily conducted onsite at the NCI Academy in Oeiras.
2. OBJECTIVES The main objectives of this statement of work can be summarized as follows:
The Contractor agrees to assist with the planning, process mapping, and execution of CLOs (Complementary Learning Opportunities) at the NCI Academy, Oeiras, Portugal. The Contractor will be responsible for the following services, provided in response to an unspecified number of events. The contractor will be required to be physically present in the office for a minimum of 48 sprints per year. The number of events and specific tasks may vary based on the needs of the Academy.
3. SCOPE OF WORK The following activities require support under this SOW:
The Contractor will report to the Training and Events Coordination Section Head and will perform the following duties as outlined below, ensuring delivery in response to CLO events as required by the Academy:
Creation of CLO Processes: Develop and map processes for the creation and execution of CLO forms for all types of customers. This includes ongoing revisions and updates as needed.
Promotional Materials Management: Assist in the creation, management, and requesting of promotional materials for CLOs, including invitations, signage, programs, and other related materials.
CLO Logistics Coordination: Coordinate or assist in organizing logistics for CLOs, including but not limited to transportation, catering, and audio/visual requirements. This will involve liaising with internal departments and external vendors.
Execution of Communication Plan: Execute the communication plan, ensuring regular communication with CLO Points of Contact, NCI Academy Enabling departments, vendors, sponsors, and other stakeholders. Communication will be conducted through emails, phone calls, and other appropriate methods.
Communication Materials Development: Develop communication materials, including press releases, newsletters, and website content, tailored to each CLO event.
Sponsorship Package Creation: Create sponsorship packages for each CLO as needed and liaise with potential sponsors.
Timeline and Schedule Management: Establish timelines and schedules for each CLO, ensuring that all relevant parties are informed and that deadlines are met.
Venue Setup and Breakdown: Support the setup and breakdown of CLO venues, including furniture arrangement, decoration, and equipment management (e.g., rentals, audio/visual setup).
Budget and Expense Management: Assist in managing CLO budgets, track expenses, and reconcile invoices post-event, ensuring accurate financial reporting.
Outsourcing Plan Development: Develop an outsourcing plan for specific services required for CLOs as necessary, ensuring seamless delivery of outsourced tasks.
On-site Support for CLOs: Provide on-site support during each CLO event, managing registration, welcoming attendees, and addressing any issues that may arise during the event.
Post-CLO Evaluation: Conduct post-event evaluations to collect feedback from attendees, assess the success of the event, and compile evaluation reports for internal review.
Record Management: Maintain accurate and up-to-date records for each CLO, including attendee lists, vendor contracts, financial records, and other pertinent information.
Additional Tasks: Undertake any additional tasks as directed by the CLO Coordinator or Supervisor as part of the overall support for CLO activities.
The contractor will be part of a team and will provide the service 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, based on the activities mentioned above.
4. DELIVERABLES AND PAYMENT MILESTONES The NCI Academy team reserves the possibility to exercise the described options, depending on the project priorities and requirements.
The payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet (DAS) – (Annex A) including the EBA Receipt number.
Invoices shall be accompanied with a Delivery Acceptance Sheet (Annex A) signed by the Contractor and line manager.
2025 BASE: 02 January 2025 to 31 December 2025
Deliverable: Up to 48 sprints of CLO's Support and coordination. All CLO requests must have an assessment and an end state which includes full coordination of each CLO iteration. Number of sprints is estimated considering a starting date as 2nd January 2025. This will be adjusted depending on the actual start date.
Payment Milestones: Upon completion of each fourth sprint and at the end of the work.
2026 OPTION: 01 January 2026 to 31 December 2026
Deliverable: Up to 48 sprints of CLO's Support and coordination. All CLO requests must have an assessment and an end state which includes full coordination of each CLO iteration.
Payment Milestones: Upon completion of each fourth sprint and at the end of the work.
2027 OPTION: 01 January 2027 to 31 December 2027
Deliverable: Up to 48 sprints of CLO's Support and coordination. All CLO requests must have an assessment and an end state which includes full coordination of each CLO iteration.
Payment Milestones: Upon completion of each fourth sprint and at the end of the work.
5. COORDINATION AND REPORTING The contractor shall participate in status update meetings, CLO's planning, and other meetings, physically in the office, or in person via electronic means using Conference Call capabilities, according to line 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 will be aligned with the line manager mentioning briefly the work held and the development achievements during the sprint.
Acceptance of each sprint completion will be documented in Annex A – Delivery Acceptance Sheet.
6. SCHEDULE This task order will be active immediately after signing of the contract by both parties.
The BASE period of performance is as soon as possible but not later than 1st January 2025 and will end no later than 31st December 2025.
If the 2026 option is exercised, the period of performance is 01st January 2026 to 31st December 2026.
If the 2027 option is exercised, the period of performance is 01st January 2027 to 31st December 2027.
7. CONSTRAINTS All the deliverables provided under this statement of work will be based on NCI Agency templates or agreed with the line manager.
All documentation will be stored under configuration management and/or in the provided NCI Agency 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 service, although the contractor may start working already while the clearance process is ongoing.
8. SECURITY The security classification of the service will be up to NATO SECRET.
The contractor providing the services under this SOW is required to hold a valid NATO SECRET security clearance.
9. PRACTICAL ARRANGEMENTS The contractor will be required to provide the service on-site in NCI Academy Oeiras (PRT).
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. He or she will work under the direction and guidance of the NCI Academy Technical Capability Support Section Head or their designated representative.
This service must be accomplished by ONE contractor.
10. QUALIFICATIONS This work requires a project manager with the following qualifications and experience:
The candidate has a NATO SECRET security clearance, provided by the national security organization valid at the time of submission of the bid and covering the period of the contract.
Strong written and verbal English communication, organizational and interpersonal skills.
Bachelor's degree in Event Planning, Hospitality, or a related field with 2+ years of experience OR 6+ years of relevant experience without a degree.
Familiarity with event planning software and technology.
Capable of multitasking and prioritizing in a dynamic environment.
Desirable qualifications and experience:
Creative thinker with innovative solutions to challenges.
Keen attention to detail and strong problem-solving capabilities.
Willingness to work flexible hours and travel as needed.
Proven customer service and client relationship skills.
Language Proficiency:
Level 3 English language skills according to NATO STANAG 6001: Listening (3); Speaking (2); Reading (3); and Writing (2) or according to Common European Framework of Reference for Language level B2-C1/Upper Intermediate-Advanced level.

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