2026-0138 Configuration Management Implementation Support (NS) - TUE 6 Oct

Request for Quotation 2026-0138
Deadline Date: Tuesday 06 October 2026
Requirement: Configuration Management Implementation Support services for the ITM Recovery project
Location: 50% on-site NCI Agency Braine L’Alleud (Belgium) – 50% off-site
Note: From mid-2027, NCIA will move from Braine L’Alleud to a new location in Zaventem, Brussels.
Cost Not to Exceed: Base 2026: 16,500 EUR per sprint / 2 sprints (33,000 EUR). Options: 2027 & 2028 (12 sprints each), up to a maximum of 26 months. Price per sprint for the option years will be determined by applying the price adjustment formula as outlined in CO-115786-AAS+ Special Provisions article 6.5.
Period of Performance: As soon as possible but not later than 20 October 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 15 Work Packages, organized in 4 pillar teams with about 30 people interacting daily with each other and externally too. This RFQ falls under WP01 Project Management scope.
2. OBJECTIVES
NCI Agency seeks an experienced Configuration Manager to establish and maintain configuration management discipline across its project portfolio. The role will ensure that all assets — technical, documentary, and procedural — are accurately identified, baselined, and controlled throughout their lifecycle.
3. SCOPE OF WORK
3.1 Role and Responsibilities
The Configuration Manager will be responsible for:
Applying the configuration management framework of the Organisation’s delivery methodology and tooling.
Maintaining the project and Enterprise Configuration Management Database (CMDB) or equivalent register across all active Work Packages.
Defining and enforcing configuration identification, baselining, change control, status accounting, and audit procedures.
Integrating configuration management with the change control and release processes.
Conducting periodic configuration audits to verify alignment between physical and recorded assets.
Producing configuration status reports for project and programme boards.
Supporting project teams in applying configuration management practices consistently.
Supporting project in hand over – take over activities between other contracts to project team to agency teams and back, depending on project implementation phase.
Liaising with the PMO, technical leads, and suppliers to manage configuration items across boundaries.
3.2 Detailed Configuration Data Management Duties
In addition to the responsibilities listed above, the Configuration Manager shall maintain the relevant configuration data and supporting documentation for the ITM Recovery project. This includes, but is not limited to:
Maintaining, including adding, changing and removing, Bills of Materials for Purchaser Requisitions and other agreed project configuration items.
Maintaining and updating rack elevation configurations.
Maintaining equipment port identification documentation.
Maintaining cabling diagrams and cable connection documentation.
Verifying configuration data against Patch Manager and the Configuration Management Database / CMDB, or equivalent authoritative register.
Maintaining version control and historical records for the above products.
Creating configuration reports and other related reports as required by the project.
3.3 Deliverables
The Configuration Manager will work alongside senior leadership to support delivery and facilitate transition to operations.
Deliverables
Current state assessment & gap analysis.
Configuration management plan (framework, tooling, processes).
CMDB / configuration register operational.
Change control integration documented and active.
Configuration audit programme established.
Configuration status reporting embedded in governance cycle.
Handover & knowledge transfer pack.
The Contractors will be part of a team and will provide services using Agency tools and reporting. This will be weekly scrum meetings to track progress and more asynchronous meetings based on the deliverables listed further in this RFQ.
3.4 Standards & Methodology
Suppliers should address the following in their submission.
Experience: evidence of configuration management delivery in comparable environments, including tooling used (e.g. ServiceNow CMDB, Jira, [other]).
Track Record: at least two references from similar engagements in the last 3 years, with outcomes and client contacts.
Approach: how the proposed candidate will stand up configuration management within the Organisation, integrate with existing PMO and change control processes, and ensure sustainability beyond the initial contract.
In particular it is expected that in the first 2 months of the contract, a baseline set of current state assessment & gap analysis and a configuration management plan will be delivered, which if they pass a deliverable quality gate metric will activate the exercise of the further contract options.
The delivery will include planning, execution and review processes, which are detailed below:
3.5 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 prioritize 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.
3.6 Sprint Execution
Objective: Contractor to execute the agreed “sprint plans” with continuous monitoring and adjustments.
Weekly meetings: Between the 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.
3.7 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.
3.8 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 B) including the EBA Receipt number.
Invoices shall be accompanied with a Delivery Acceptance Sheet (DAS) – (Annex B) signed by the Contractor and

Work arrangement
No