2026-0120 Intelligence Systems E-Learning (NS) - MON 14 Sep

BIDDING INSTRUCTIONS

1. Bidding Instructions

1.1 Technical Proposal

Bidders shall include in the Technical Proposal:

1. A CV of the proposed candidate clearly indicating relevant experience for the stated requirements in Section 12 (Qualifications) of this Statement of Work (SoW).

2. A Compliance matrix referring to how each candidate meets the stated requirements as per Section 12 of this SoW, justified by relevant (project) experience.

 

Deadline Date: Monday 14 September 2026

Requirement: Intelligence Systems E-Learning / Micro Lesson / Wiki Development SME Support

Location: 100% Off-site at contractor's premises, with meetings at NATO premises as required.

Note: Please refer to your Subcontract Agreement, article 6.4.1.a, which states 'Off-Site Discount: 5% (this discount is applicable to all requirements, and applies when the assigned personnel are permitted to work Off-Site, such as at-home)'. Please be sure to price this discount in your overall price proposal when submitting bids against off-site RFQs.

Period of Performance: 2027 BASE: 1 January 2027 – 30 June 2027, with the possibility to exercise deliverables from the following options: 2027 Option: 1 July 2027 – 20 December 2027; 2028 Option: 1 January 2028 – 30 June 2028.

Required Security Clearance: NATO SECRET

Special Terms and Conditions: Please consult the Statement of Work below.

Note: Please see separately dissemianted schedule of deliverables

 

STATEMENT OF WORK

Intelligence Systems E-Learning / Micro Lesson / Wiki Development SME Support — NCIA, The Hague, JISRC

1. INTRODUCTION

This SOW is related to delivery of support services within the NATO Communications and Information Agency (NCIA), an organization of the North Atlantic Treaty Organization (NATO).

To strengthen the Alliance through connecting its forces, the NCIA delivers secure, coherent, cost effective and interoperable communications and information systems in support of consultation, command & control and enabling intelligence, surveillance and reconnaissance capabilities for NATO, where and when required. It includes IT support to the Alliance's business processes (to include provision of IT shared services) to the NATO HQ, the Command Structure and NATO Agencies.

The Agency is an innovative and trusted Alliance partner and achieves its short- and long-term goals and objectives through the application of strategy-focused organizational principles, to which these support services are directly linked.

NCIA operations are underscored by the organization's core values and vision to be an essential, one-team contributor to NATO success.

2. NCIA BUSINESS AREA

The work shall commence under the auspices of the JISR Centre and shall continue under the equivalent JISR function or organizational entity following completion of the ongoing reorganization, without interruption to scope, deliverables, or contractual obligations.

3. NCIA JISR TEAM

The work will be conducted within a team of NCIA JISR training experts, a graphics designer and members from SHAPE J2.

4. OBJECTIVE AND TIMELINE

The objective of this request is to design, develop, and deliver a series of interactive micro lessons focused on key functionalities of an intelligence application, including Product Dissemination, Battlespace Objects (BSO), Request for Information (RFI), and ISR Collection Management (CM). The training will support onboarding, skill sustainment, and operational effectiveness for end users.

5. SCOPE OF WORK

The contractor shall:

• Develop a storyboard, script and instructional design plan for each functional area.
• Produce interactive micro lessons (3–7 minutes each) that include multimedia, voiceover, and assessment.
• Ensure all training content adheres to classification, security, and accessibility standards.
• Deliver in close cooperation with the graphic designer, SCORM-compliant training modules suitable for use in a secure Learning Management System (LMS).
• Embed the micro lessons in WIKI pages that are online available in the NATO Software Factory (NSF) repository. If no WIKI page exists for the micro lesson, a new page must be created.

6. FUNCTIONAL AREAS AND DELIVERABLES

The following functional areas make up the scope of the micro lessons, with an initial estimated distribution of lessons per area:

Product Repository: Micro Lessons Baseline: 4. Micro Lessons 2027 Option: 4. Micro Lessons 2028 Option: 4. Description: Uploading, tagging, metadata, and search.

BSO Area: Micro Lessons Baseline: 5. Micro Lessons 2027 Option: 5. Micro Lessons 2028 Option: 5. Description: Defining BSOs, deriving from documents, linking to other modules, OPFOR Analysis.

RFI Workflow: Micro Lessons Baseline: 4. Micro Lessons 2027 Option: 4. Micro Lessons 2028 Option: 4. Description: Submitting RFIs, tracking lifecycle, intelligence gaps, MOE/MOP analysis.

CM Management: Micro Lessons Baseline: 5. Micro Lessons 2027 Option: 5. Micro Lessons 2028 Option: 5. Description: Managing ISR Organizations, managing Own CRs, submitting CRs for action, managing CTLs and Priority Schemes.

Collection Operations Management: Micro Lessons Baseline: 4. Micro Lessons 2027 Option: 4. Micro Lessons 2028 Option: 4. Description: Managing Collection and Exploitation Assets. Tasking assets with Collection Requests.

OPFOR Ballistic Missile Analysis: Micro Lessons Baseline: 4. Micro Lessons 2027 Option: 4. Micro Lessons 2028 Option: 4. Description: Reporting on Historical Firing Event (HFE), OPFOR BM Courses Of Action development and monitoring.

Warning Problem Management: Micro Lessons Baseline: 4. Micro Lessons 2027 Option: 4. Micro Lessons 2028 Option: 4. Description: Defining Warning Problems with sets of Indicators and sub-indicators. Reporting on indicators. MOP analysis.

Note: The distribution over the categories is an initial estimate that will be adjusted during the contract period.

7. DELIVERABLES AND PAYMENT SCHEDULE

A total of 30 finalized SCORM 1.2 or SCORM 2004 compliant micro lessons (see note in Section 6).

Source files (editable format such as Articulate, Adobe Captivate, or Camtasia).

Job aids (optional, 1–2 pages per area).

Completion of up to two review cycles per module with client feedback.

The work is divided over 30 deliverables with options for 30 additional deliverables in the period 1 July 2027 – 20 December 2027 and 30 deliverables in the period 1 January 2028 – 30 June 2028.

7.1 Deliverable Planning

Objective: Clearly articulate what users should be able to do after each micro lesson and break these into modules aligned with the application areas.

Kick-off meeting: On the first day of the first deliverable, a kick-off meeting with the contractor, the SHAPE sponsor and the NCIA POC will be held at the NCIA facility in The Hague, NLD to plan the objectives of upcoming deliverables to meet the agreed deliverables.

7.2 Deliverable-Specific KPIs and Acceptance Criteria

7.2.1 Training Analysis and Instructional-Design Baseline

Functional coverage: Target 100%. The plan covers Product Dissemination, BSO, RFI, ISR CM, BM and I&W and maps each required function to at least one learning objective.

Learning-objective quality: Target 100%. Every lesson has measurable, action-oriented objectives describing what the learner must be able to perform in the application.

Requirements traceability: Target 100%. A traceability matrix links requirements, application functions, objectives, lesson content, interactions and assessment questions.

Micro-learning compliance: Target 100%. Lessons are designed for a target duration of 3–7 minutes, excluding optional reference material.

Design consistency: Target 100%. Approved templates define visual style, terminology, narration, interactions, feedback, assessments and WIKI presentation.

Schedule completeness: Target 100%. The production schedule identifies reviews, dependencies, subject-matter expert inputs, graphic-design activities and acceptance dates.

Acceptance requires approval by the SHAPE sponsor and the NCIA POC representing the product owner and functional subject-matter experts.

7.2.2 Storyboards, Scripts and Instructional-Design Plans

Storyboard completion: Target 100%. An approved storyboard exists for every contracted micro lesson.

Functional accuracy: Target ≥95% first-review approval. Procedures, screen flows, terminology and expected results are validated by the relevant subject-matter expert.

Script completeness: Target 100%. Narration, on-screen text, visual directions, interactions and assessment feedback are included.

Classification compliance: Target zero violations. Scripts and proposed media contain no information above the authorized classification or releasability level.

Review-cycle efficiency: Target maximum two consolidated correction cycles. Excludes revisions resulting from Purchaser-requested scope or application changes after baseline approval.

Acceptance requires consolidated approval of the storyboard and script before production starts. Production undertaken before approval remains at the Contractor's risk.

7.2.3 Functional Micro Lessons

The following KPIs apply separately to each functional area.

Required functional coverage: Target 100%. All approved learning objectives and functional steps are demonstrated or practiced.

Lesson duration: Target 3–7 minutes. Runtime is within range unless the Purchaser approves a justified exception in writing.

Functional accuracy: Target 100% for critical steps; ≥98% overall. No incorrect system behaviour, procedural step, role, status, field or expected result.

Interaction completion: Target 100%. All buttons, navigation controls, hotspots, branches, simulations and feedback mechanisms operate correctly.

Voiceover quality: Target 100% intelligible. Narration is clear, correctly pronounced, synchronized and free from disruptive noise or clipping.

SCORM compliance: Target 100%. Package passes the agreed SCORM conformance test.

Browser/display compatibility: Target 100% of approved test matrix. Module operates in all Purchaser-approved browser, resolution and workstation configurations.

Critical/high defects at acceptance: Target zero. No open Severity 1 or Severity 2 defects.

Medium defects at acceptance: Target zero, unless waived. Any exception requires a documented workaround and written Purchaser approval.

Schedule performance: Target ≥90% on time. Lessons are submitted by their approved milestone dates.

A functional-area deliverable is accepted when:

1. Its storyboard and script were previously approved.

2. All required lesson files and source files are delivered.

3. The module passes functional, content, accessibility, security and SCORM testing.

4. The relevant subject-matter expert validates functional accuracy.

5. No critical or high-severity defects remain open.

6. The Purchaser signs the applicable acceptance record.

7.2.4 Security, Accessibility and Technical Compliance

Classification markings: Target 100%. Modules, media, WIKI pages, metadata, files and supporting documents carry the correct classification and handling markings.

Security violations: Target zero. No unauthorized disclosure, external dependency, prohibited content, credential, operational data or unapproved network connection is present.

Authorized asset use: Target 100%. Images, recordings, fonts, icons, audio and application captures are approved and have documented usage rights or ownership.

Text alternatives: Target 100%. Meaningful visual and audio content has an appropriate caption, label, transcript or alternative description.

Colour and readability: Target 100%. Colour, contrast and text readability meet the applicable standard.

SCORM validation: Target 100%. Each package passes an agreed validation tool and target-LMS test.

External calls/dependencies: Target zero unless approved. Packages do not access the public internet, external analytics, cloud fonts, external libraries or unauthorized services.

Malware scan: Target 100% clean. All delivered packages and source files pass the Purchaser-approved malware-scanning process.

Compliance evidence: Target 100%. A checklist and test report are delivered for each module.

Classification and security are mandatory acceptance gates. A lesson that fails either gate is rejected regardless of its score against other KPIs.

7.2.5 NSF Repository and WIKI Integration

WIKI page coverage: Target 100%. Every micro lesson is embedded in an existing suitable WIKI page or has a newly created page.

Availability: Target 100% at acceptance. Purchaser can access the lesson from its WIKI page in the NSF environment.

Navigation and links: Target 100% functional. All lesson, breadcrumb, related-content and return-navigation links operate correctly.

Metadata completeness: Target 100%. Each page contains the agreed title, functional area, description, audience, duration, version, owner, date and classification marking.

Repository completeness: Target 100%. Approved source files, build files, release packages, documentation and configuration items are stored in the correct repository locations.

Version traceability: Target 100%. The deployed WIKI content and SCORM package can be traced to an approved repository version or release tag.

Secure rendering: Target zero security exceptions. Embedded content does not bypass access control or introduce unauthorized scripts, plug-ins or external calls.

Acceptance requires a successful end-to-end demonstration from the NSF WIKI page through lesson launch and completion, using an authorized user account in the designated environment.

7.2.6 Final Acceptance and Handover

Deliverable completeness: Target 100%. All approved lessons, SCORM packages, WIKI pages, source files and documentation are included.

Requirements traceability closure: Target 100%. Every requirement is shown as accepted, waived or formally deferred by the Purchaser.

Open critical/high defects: Target zero. No Severity 1 or Severity 2 defects remain.

Final acceptance: Target signed approval. The Purchaser issues a final acceptance certificate or equivalent written approval.

7.3 Generic Performance KPIs

These KPIs apply across all deliverables.

Milestone delivery: Target ≥90% on time. Measurement: Deliverables submitted by the contractual dates ÷ deliverables due.

First-pass acceptance: Target ≥85%. Measurement: Deliverables accepted without material rework ÷ deliverables submitted.

Review response time: Target ≤5 working days. Measurement: Time from receipt of consolidated comments to submission of corrections.

Requirements coverage: Target 100%. Measurement: Accepted requirements implemented ÷ applicable requirements.

Critical/high defect leakage: Target zero. Measurement: Severity 1–2 defects discovered after acceptance.

Defect correction: Target Critical and High: 3 days; Medium: 5 days. Measurement: Time between confirmed defect notification and corrected delivery.

Configuration traceability: Target 100%. Measurement: Deliverables with identifiable version, status, source and approval record.

Status reporting: Target 100% on time. Measurement: Reports delivered by agreed reporting date.

Risk escalation: Target within 1 working day. Measurement: Material risks notified after identification.

Stakeholder satisfaction: Target ≥4/5. Measurement: Purchaser rating covering quality, cooperation, responsiveness and usability.

Schedule KPIs should exclude delays caused solely by unavailable Purchaser environments, late consolidated feedback, late access approvals or approved scope changes, provided the Contractor records and reports the dependency promptly.

7.4 Acceptance Process

Each deliverable should follow this process:

1. Contractor quality review: The Contractor completes internal content, technical, security, accessibility and configuration checks.

2. Formal submission: The deliverable is submitted with a delivery note, version identifier, requirements traceability, test evidence and known-defect statement.

3. Purchaser review: The Purchaser has, for example, 10 working days to accept or provide one consolidated set of comments.

4. Correction: The Contractor addresses valid non-conformities within five working days, unless another period is agreed based on complexity.

5. Retest: Corrected elements and affected regression areas are retested.

6. Decision: The Purchaser accepts, conditionally accepts or rejects the deliverable in writing.

7. Payment authorization: Payment is released only for an accepted or formally conditionally accepted milestone.

Silence or use of a draft deliverable should not constitute acceptance. Defect severity is defined as follows:

Severity 1 – Critical: Definition: Security/classification breach, module cannot launch, data or LMS integrity risk, or lesson is unusable. Acceptance effect: Automatic rejection.

Severity 2 – High: Definition: Required functionality, assessment, accessibility function or LMS tracking fails with no viable workaround. Acceptance effect: Rejection until corrected.

Severity 3 – Medium: Definition: Material content, synchronization, navigation or presentation defect with a workaround. Acceptance effect: Correct before acceptance unless expressly waived.

Severity 4 – Low: Definition: Minor cosmetic or editorial issue that does not impede learning. Acceptance effect: May be recorded for correction in an agreed maintenance release.

7.5 Deliverable and Payment Schedule

Payment milestone cycles are at the last working day of the calendar month in which the deliverables occurred. Upon completion and validation of each deliverable and at the end of the monthly milestone, all completed deliverables for that month can be submitted for payment.

If, due to unavailability of the contractor, a deliverable is not delivered or is delivered incomplete by the end of the deliverable period, it will be considered void and no payment will occur.

The payment shall be dependent upon successful acceptance as specified in the KPIs. This will follow the payment milestones and shall include a completed Delivery Acceptance Sheet (DAS), signed by the Contractor and project authority, and an invoice from the contractor.

Payments should be milestone-based and made only after formal acceptance of the corresponding deliverable. Interim delivery, upload or demonstration does not constitute acceptance.

If the contractor fails to meet the agreed acceptance criteria for any task, NCIA reserves the right to withhold payment for that task/deliverable.

NCIA JISRC: Project lead and main stakeholder.

SHAPE J2/6: Sponsor and subject-matter expert (SME).

Contractor: To provide services and deliverables as identified above.

2027 BASE: 1 January 2027 – 30 June 2027

Deliverable 01: 30 deliverables. Payment Milestones: End of the calendar month for all deliverables completed and accepted within the respective month.

2027 Options: 1 July 2027 – 20 December 2027

Deliverable 02: 30 deliverables. Cost Ceiling: Price per deliverable will be determined by applying the price adjustment formula as outlined in CO-115786-AAS+ Special Provisions article 6.5. Payment Milestones: End of the calendar month for all deliverables completed and accepted within the respective month.

2028 Option: 1 January 2028 – 30 June 2028

Deliverable 03: 30 deliverables. Cost Ceiling: Price per deliverable will be determined by applying the price adjustment formula as outlined in CO-115786-AAS+ Special Provisions article 6.5. Payment Milestones: End of the calendar month for all deliverables completed and accepted within the respective month.

8. SCHEDULE

The BASE period of performance is as soon as possible but not later than 1 January 2027 and will end no later than 30 June 2027. If the 2027 option is exercised, the periods of performance are 1 July 2027 – 20 December 2027. If the 2028 option is exercised, the period of performance are 1 January 2028 – 30 June 2028.

9. CONSTRAINTS

All the documentation provided under this statement of work will be based on NCIA templates or agreed with the project POC. All support, maintenance and documentation will be stored under configuration management and/or in the provided NCIA tools and systems.

All developed solutions under this project will be property of NCIA.

10. SECURITY

The performance of these services requires a valid NATO SECRET security clearance prior to the start of the engagement. The expected classification level of the deliverables is NATO UNCLASSIFIED.

The execution of the services may require the contractors to access information, as well as CIS systems, classified up to NATO SECRET. At NCIA or other NATO sites, the highest level of classification that contractors may need to access is NATO SECRET (NS).

11. TRAVEL

The contractor will provide the services under this SOW at their own premises but may need to travel to NATO sites in support of the project including NCIA in The Hague, NCI Academy in Oeiras as needed and NATO Command Structure Sites.

It is anticipated that, during the base period and each option, the work will require three two-day visits to NCIA The Hague (NLD), one three-day visit to the NCI Academy in Oeiras (PRT), and one three-day visit to HQ SHAPE in Mons (BEL).

12. QUALIFICATIONS

[See Requirements]

13. GENERAL PROVISIONS

NCIA Recognised Business Hours/Holidays: The NCIA-The Hague official holiday schedule applies and will be provided to the contractor. NCIA Hours of Operations: Monday to Thursday 0830–1700 and Friday 0830–1500 (CET).

Contractor Furnished Services: Contractor shall furnish everything required to perform the contract except for the items specified and covered under NCIA Furnished Property and Services below.

NCIA Furnished Property and Services: Access to relevant Geospatial data processing networks can be provided by NCIA as agreed in deliverable meetings.

10. SECURITY

• The performance of these services requires a valid NATO SECRET security clearance prior to the start of the engagement.

12. QUALIFICATIONS

The consultancy support for this service requires the following qualifications:

Required:

• The candidate must have a minimum of 5 years of experience in military intelligence analysis within NATO or national positions, to include data collation and intelligence data management.
• The candidate must have a minimum of one year of experience operating NATO intelligence systems for the handling of Intelligence Information Entities.
• The candidate must have experience with Instructional System Development processes and must be able to create new courseware and modify existing courseware.
• The candidate must have a record of significant experience in course or curriculum design.
• The candidate must have a record of significant experience with the NATO Intelligence Service INTELFS.
• The candidate must have a record of significant experience with the delivery of Intelligence Systems related training packages.
• The candidate must have sound knowledge of MS Office products.
• The candidate must understand the ADDIE Model.
• The candidate must have a high level of understanding of the NATO Intelligence Organization.
• The candidate must have a high level of understanding of current NATO Operations.

• The candidate must have a proven ability to communicate effectively in English, both orally and in writing.

Desirable:

• Experience in the creation of Course Control Documents (CCDs), which are essential for standardizing the delivery of NATO-certified Intelligence Systems education and individual training solutions.
• Working knowledge of Adobe Captivate 10 or newer.
• Experience and knowledge of Learning Management Systems.
• Experience and knowledge in generating and manipulating graphic images, animations, sound, text and video into consolidated and seamless multimedia programs.
• The list of activities may expand as urgent operational requests emerge and the qualification of the candidate allows. Close coordination of all activities with the NCIA Project Manager (PM) as well as strict adherence to agreed timelines is mandatory.