SHAPE-0029 Provision Operational Acceptance Support to SHAPE (NS) - THU 22 Oct

Deadline Date: Thursday 22 October 2026
Requirement: Provision of Operational Acceptance Support to SHAPE
Location: Brussels, BE
Full Time On-Site: See 7.2.2 Below
Total Scope of the request (hours): 1620
2028 Option: 1620 hrs
Period of Performance: Base Period: 1st January 2027 to 31st December 2027 with the possibility for the contracting authority to exercise up to one additional one-year option period.
Evaluation Methodology: Best Value.
1. The scoring will be conducted by SHAPE based on the RFQ responses received from the bidders following a best value approach where the price factors and non-price factors are both accountable for 50% of the overall evaluation score. Each resource will be subject to a separate evaluation; the modalities set out below therefore apply to each evaluation.
The Best Value Final Score (FS) will be the sum of the weighted Technical Score (TS) plus the weighted Price Score (PS) according to the following formula: FS = 0.5 x PS + 0.5 x TS
All mathematical calculations will be rounded up to the fourth decimal.
2. The first stage of the evaluation process will consist of assessing the administrative and technical compliance of the bidder’s proposal with the mandatory requirements set forth in the RFQ (Pass / Fail). Only proposals deemed compliant will proceed to the second stage of the evaluation process.
3. The second stage will consist of the scoring of the non- price/technical factors (TS) in accordance with the following criteria and points :
Extent and relevance of experience in CIS project and services analysis, monitoring and reporting, in particular within the domain of Core communications and IT infrastructure. [Max. Achievable Points = 40]
Extent and relevance of experience in planning and execution of acceptance testing activities. [Max. Achievable Points = 40]
Extent and relevance of experience with ITIL v3. [Max. Achievable Points = 20]
Extent and relevance ofknowledge and qualifications in software/system/service life cycle management and quality management. [Max. Achievable Points = 20]
Knowledge of NATO environment. [Max. Achievable Points = 10]
TOTAL Max. Achievable Points = 130
Bidders whose RFQ response achieve an overall technical score below a minimum of 65 out of 130 will be “technically non-compliant” and will not proceed to the next stage.
4. The third stage will consist of the scoring of the price factor (PS) in accordance with the following formula: PS = Lowest bid price for resource / Bidder’s price for resource x 130
Where the bid price is the overall value of the unit prices proposed by the bidder for the base period + the option year.
5. The bidders will then be assigned a Final Score by applying the formula set out in point 1 above. The RFQ response having the highest Best Value Final Score (FS) will be selected as the successful one unless there is a statistical tie. A statistical tie is deemed to exist when the final scores of the highest scoring RFQ responses are within 1 (one) percent (%) of each other. In such case the RFQ response with the best cost/technical ratio – defined as the lowest cost per technical score, i.e. Bid Price / TS – will be selected as the successful one for a task order award. In the remote event that this last calculation (Bid Price / TS) would produce an even result for the bidders with highest scoring RFQ responses then SHAPE will hold negotiation session(s) with those bidders until the best price is finally identified for the task order award (best & final procedure).
Required Security Clearance: NATO SECRET
SPECIAL PROVISIONS
1 DEFINITIONS
1.1 As used throughout this RFQ and/or any task order awarded as a result of this RFQ, the following terms shall have the meanings as set forth below:
ACO – Allied Command Operations
CIS – Communications and Information Systems
COTR – Contracting Officer’s Technical Representative
HQ – Headquarters
IKM – Information and Knowledge Management
IT – Information Technology
NIMP – NATO Information Management Policy
SACT – Supreme Headquarters Allied Command Transformation
SHAPE – Supreme Headquarters Allied Powers Europe
SME – Subject Matter Expert
TDY – Temporary Duty
2 INTRODUCTION
ACO requires contractual support for Operational Acceptance Criteria (OAC) definition, correlation between OAC, Test cases/ Use Cases, Test results, reports, use objective assessment of OAC fulfillment based on KPIs and performance metrics.
For 2027, these ACO tasks for acceptance are translated in the following activities required in order to fill shortfalls in ACOs ability to plan, manage, execute and report on user and operational acceptance tasks / activities on priority projects, to include the upcoming Digital Backbone developments. The key activities that must be executed include:
Mapping projects' Operational acceptance criteria to test cases based on the Requirements traceability matrix;
Establishing current baseline for all services under development;
Reviewing the comprehensive set of tests (validation, pre-migration, post migration, site acceptance);
Testing performance, availability, failover;
Service based testing – utility – test if service delivers the required functionality;
Main test process /activities – planning, specification, execution, recording and ensuring test completion;
Test Document Package and Test Plan, readiness review;
Test cases review, test execution, quality based testing;
Site acceptance, user acceptance;
Operational life testing.
3 TASK ORDER MANAGEMENT
3.1 All correspondence pertaining to the Task Order (if any awarded by SHAPE as a result of this RFQ) shall be submitted in first instance to:
SHAPE FINANCE AND ACQUISITION DIRECTORATE
ACO Acquisition Management Branch
Contracting Officer
3.2 Technical and operational issues:
For his direct official control and coordination requirements, the Contracting Officer designates a Contracting Officer Technical Representative (COTR) as the staff element that has the authority to coordinate, monitor, and control Contractor’s performance from the technical standpoint, as detailed below. The COTR’s contact details will be provided upon task order award.
4 CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE
4.1 The COTR is appointed by the Contracting Officer for the purpose of determining compliance with the technical requirements for services delivered under the contract.
4.2 By this designation the COTR is authorized to take the following actions:
4.2.1 Verify that the Contractor performs the technical requirements of the contract/task order in accordance with the contract/task order terms, conditions, and specifications by:
4.2.1.1 Monitoring the Contractor’s performance and notifying the Contracting Officer of deficiencies observed during surveillance. Recording and reporting to the Contracting Officer incidents of faulty or non-conforming supplies, delays, or problems.
4.2.1.2 Submitting to the Contracting Officer the Contractor's Performance Evaluation Report, regarding services rendered under this contract, at the end of each evaluation period and/or at the completion of every contract/task order. This information will be regularly reported to NCIA as the primary Purchaser responsible for the framework contract for advisory and assistance services (AAS+).
4.2.2 Maintain liaison and direct communication with the Contractor. The COTR will sign written communications with the Contractor and other documents pertaining to the contract as “Contracting Officer’s Representative” and will furnish a copy furnished to the Contracting Office and NCIA as required.
4.3 The COTR is not authorized to:
4.3.1 Award, agree, or sign any contract (including delivery orders) or modifications thereto, or in any way to obligate the payment of money by SHAPE.
4.3.2 Take any action that may impact on the contract or delivery terms, funds, or scope. Only the Contracting Officer shall make these.
4.3.3 Interpret the contract and settle any potential claim; instead, he shall promptly refer any potential claim or inquiry to the Contracting Officer.
4.4 This designation as a COTR remains in effect through the life of the contract, unless sooner revoked/terminated by the Contracting Officer.
4.5 Should there be any uncertainty regarding a request from the COTR, the Contractor shall immediately contact the Contracting Officer to confirm the proper course of action.
[Section 5 Omitted by NATO]
6 PERSONNEL REPLACEMENT DURING PERFORMANCE
6.1 The provisions of the NCIA awarded CO-115786-AAS+ shall apply.
7 AVAILABILITY OF SERVICES
7.1 Availability: The target start date for the services is set for 1ST January 2027. The Contractor shall be able to start the services within 8 weeks from receipt of the Task Order from SHAPE.
7.2 Services are expected to be performed on-site at SHAPE. The Contractor may be requested to work at any ACO site since many tests/acceptance activities are executed at ACO HQs. In such cases, the on-site rate applies as well as Clause 11 below where necessary. The Contractor may be authorized or requested to perform services off-site, as per the following definitions :
7.2.1 On-site is defined as SHAPE’s Belgium-based facility or other ACO locations.
7.2.2 Off-site is defined as the Contractor designated business

Work arrangement
No