BIDDING INSTRUCTIONS

Suppliers should address the following in their submission (maximum 4 pages).

Experience: Evidence of comparable assignments involving enterprise private cloud architecture, vCF / NSX-T / Cisco ACI, CyberArk PAM, and IaC adoption at scale.

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

Approach to Objectives: How the proposed candidate will cover both the architecture/governance and automation/IaC tracks concurrently, manage cross-team coordination, and ensure deliverables in Section 4 are met on schedule.

Deadline Date: Wednesday 22 July 2026

Requirement: Technical Lead Architect Support Services for the ITM Recovery Project

Location: On site NCI Agency The Hague / off-site (Contractor required on site at least 50% of the time)

Period of Performance: As soon as possible but not later than 27 August 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 14 Work Packages, organized in 4 pillar teams with about 30 people interacting daily with each other and externally too. This task falls under WP07 System Integration scope.

2. OBJECTIVES

NCI Agency seeks an experienced Solution Architect to provide expert guidance and hands-on coordination across the design, validation, and implementation of a large-scale enterprise private cloud. The engagement spans two closely related tracks:

• Architecture & governance: Validate and steer the enterprise solution architecture for a private, air-gapped cloud environment serving 20,000-50,000 users across 20+ locations, built on VMware Cloud Foundation (vCF) 9, NSX-T, Cisco ACI, Palo Alto, HP, and Rubrik systems.
• Automation & IaC adoption: Validate, specify, and coordinate the implementation of cloud infrastructure through automation and Infrastructure as Code, and enable the IT organisation to adopt these as its standard operating model.

The solution architect will join the team ensuring design and implementation coherency across the different design and engineering teams (involving IaaS, WAN, Cyber Security Services, PAM, PKI, Enterprise SMC/BMC etc.)

3. SCOPE OF WORK

3.1 Architecture Validation & Guidance

• Review and validate the design documents for the private air-gapped cloud (vCF 9, NSX-T, Cisco ACI), identifying gaps, risks, and non-conformances against best practices, dependencies and overarching NATO architecture and directives documents.
• Provide design guidance to infrastructure and platform teams throughout the implementation lifecycle.
• Define and maintain architecture decision records (ADRs) and ensure traceability from requirements to design.

3.2 Interface Control & Integration

• Define and specify Interface Control Documents (ICDs) between the private cloud infrastructure and all producer/consumer services.
• Ensure interfaces are designed with security, observability, and automation in mind.
• Maintain an interface register and track ICD sign-off across workstream owners.

3.3 Cross-team Coordination

• Coordinate design and implementation efforts between the cyber security team and the infrastructure team, specifically covering: Privileged Access Management (PAM) implementation via CyberArk; PKI design and certificate lifecycle management; and Cyber Security Monitoring capability integration with the private cloud.
• Chair or co-chair joint design sessions and resolve cross-team technical dependencies.

3.4 Automation & IaC Enablement

• Validate and guide implementation of infrastructure automation using Ansible / AAP, Terraform, Jenkins, and vCF Automation.
• Define the automation and IaC target operating model for the cloud platform team.
• Advise on and document the transition from traditional infrastructure support to an automation-first operating model.
• Support upskilling of cloud operating teams in automation principles and tooling.

The Contractor will be part of a team and will provide services using Agency tools and reporting. There will be monthly planning and review meetings, weekly scrum meetings to track progress and more asynchronous meetings based on deliverables for the areas identified above.

4. DELIVERABLES

The consultant will deliver the following products in the base contract:

Design review report — vCF 9 / NSX-T / Cisco ACI (findings, risks, recommendations): Due Month 2.

ZTA alignment assessment and gap closure recommendations: Due Month 2.

Architecture/Design decision records (ADRs) — initial set covering key design choices: Due Month 3.

Interface Control Documents (ICDs) — v1 for all primary producer/consumer interfaces: Due Month 4.

Interface register established and under change control: Due Month 3.

PAM / CyberArk integration design validated and signed off: Due Month 4.

PKI design reviewed and approved: Due Month 3.

Cyber Security Monitoring integration agreed: Due Month 4.

Automation & IaC target operating model document: Due Month 5.

IaC implementation validated (Terraform / Ansible / vCF Automation): Due Month 5.

Automation adoption roadmap for cloud operating teams: Due Month 5.

These products will be included in the monthly sprints described above.

5. EXECUTION

5.1 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 prioritise 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.

5.2 Sprint Execution

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

Weekly meetings: Between 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.

5.3 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.

5.4 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 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 A) including the EBA Receipt number.

Invoices shall be accompanied with a Delivery Acceptance Sheet (DAS) - (Annex A) 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.

5.5 Payment Schedule

The following are expected from this Statement of Work:

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 of the week.

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 A).

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

2026 Base: Period of Performance: 27 August 2026 to 31 December 2026

WP01: Up to 4 sprints containing all deliverables in Section 5. Payment Milestone: Upon completion of each sprint acceptance. (Number of sprints will be adjusted based on actual starting date.)

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

Deliverable(s): Up to 12 reports. Cost Ceiling: Price per report 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 sprint acceptance.

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

Deliverable(s): 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: Upon completion of each sprint acceptance.

5.6 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 three (3) 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.

5.7 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 and 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 summarizing the activities during the period of performance at high level.

6. SCHEDULE

It is expected the service starts as soon as possible but no later than 27 August 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.

7. 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.

8. SECURITY

Delivering services under this SoW requires a valid NATO SECRET security clearance.

Any resource proposed for this SOW requires a valid NATO SECRET security clearance prior to the start of the engagement.

All the deliverables of this project will be considered NATO UNCLASSIFIED or NATO RESTRICTED, and access to the NCIA Business networks will be required.

9. PRACTICAL ARRANGEMENTS

The Contractor will be required to work at least 50% on site at NCI Agency The Hague.

NCIA Recognised Business Hours: NCIA The Hague 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.

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 a single resource.

10. TRAVEL

The Contractor will in principle not be required to travel often. Travel to the other main NCI Agency locations (Mons (BEL), Brussels (BEL), Braine l'Alleud (BEL)) 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 (1 per month) for a maximum of 3 working days each visit. The travel, lodging and associated expenses for travel are 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.

11. CONTRACTOR'S PROFILE REQUIREMENTS

[See Requirements]

Requirements

8. SECURITY

• Delivering services under this SoW requires a valid NATO SECRET security clearance.

11. CONTRACTOR'S PROFILE REQUIREMENTS

Candidates must demonstrate the following:

Platform & Infrastructure:

• Hands-on experience with VMware vCF 5; working knowledge of vCF 9 (direct vCF 9 experience strongly preferred).
• Experience designing or validating NSX-T software-defined networking at enterprise scale.
• Familiarity with Cisco ACI in a multi-site or data centre context.

Security:

• Demonstrable experience applying Security by Design principles (e.g. Zero Trust Approaches) to private cloud or data centre environments.
• Direct experience with CyberArk PAM implementation and integration.
• Understanding of PKI design and certificate management in enterprise environments.

Automation & IaC:

• Hands-on experience with two or more of: Ansible / AAP, Terraform, Jenkins, vCF Automation.
• Experience leading or supporting the adoption of IaC practices within an infrastructure or cloud operating team.

Architecture Practice:

• Ability to produce and maintain ADRs, ICDs, and architecture review reports to a professional standard.
• Experience coordinating across security, infrastructure, and application teams in a complex enterprise programme.