2025-0125 FMN and NDS Communications and Awareness Support (NS) - TUE 20 May

Deadline Date: Tuesday 20 May 2025

Requirement: FMN and NDS Communications and Awareness Support

Location: Off-Site

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: As soon as possible but not later than 10 June 2025 until 31 December 2025

Required Security Clearance: NATO SECRET

1 OVERALL PROJECT SCOPE

The Chief Technology Office (CTO) of NCI Agency has a requirement for off-site support to the Federated Interoperability (FI) Branch of HQ SACT under the ACT Programme of Work (POW) for 2025, and also the NATO Digital Staff (NDS) under the NDS POW 2025.

• NCIA CTO supports the FI Branch through a Federated Mission Networking Framework Support Project. This project is divided into multiple Work Packages (WPs) and WP4 provides support for implementation of the FMN Communications and Awareness Strategy in order to deliver FMN communications and awareness.

• NCIA CTO Supports the NDS on multiple projects with focus on improving digital interoperability in the NATO Alliance. Two activities under the NDS POW 2025 require communications and awareness support. These activities relate to developing and exploitation of Reference Architectures and support for the operationalisation of the Digital Interoperability Roadmap (DIOR) for the Interoperability Profiles Capability Team (IPCaT).

2 TASKS FOR COMMUNICATIONS AND AWARENESS SUPPORT

Services to be provided are focused on providing support to:

• Support implementation of the NATO FMN Communication and Awareness Strategy

• Creation of communication campaigns in line with the FMN C&A Plan objectives and analysis
• Creation of necessary content and media to support the communication campaign
• Liaison and coordination of content delivery agencies and personnel Monitoring, recording and assessment of campaign results and outcomes

• Support the implementation of the IPCaT Communication and Awareness Strategy

• Creation of communication campaigns in line with the IPCaT C&A Plan objectives and analysis
• Creation of necessary content and media to support the communication campaign
• Liaison and coordination of content delivery agencies and personnel Monitoring, recording and assessment of campaign results and outcomes

• Support the development and implementation of the communication and awareness strategy for NDS Reference Architectures Development

• Development of an NDS Reference Architectures Communication and Awareness Plan
• Creation of communication campaigns in line with the NDS Reference Architectures C&A Plan objectives and analysis
• Creation of necessary content and media to support the communication campaign
• Liaison and coordination of content delivery
• Monitoring, recording and assessment of campaign results and outcomes

3 ACTIVITIES AND DELIVERABLES

3.1 Activities

Under the direction of the project manager or assigned task leader, the services provided are related to the following activities:

• Activities under the NATO FMN Communication and Awareness Support

• Create a communication campaign in line with the FMN C&A Plan objectives and analysis, focussed on two aspects: General FMN Awareness, Data Centric Security implementation in FMN
• Create the necessary content and media to improve support for FMN general awareness (Video interviews, Newsletter articles, Blog entries)
• Create the necessary content and media to support the DCS communication campaign
• Liaise and coordinate with the Capability Planning Working Group (CPWG) High Level Planning Team (HLPT), the Multinational CIS Security Management Authority Working Group (MCSMA WG) and the NDS to ensure accurate and complete
• Engage at key events to promote awareness of the IPCaT and its key products: CWIX 2025 Execution, CWIX 2026 Initial Planning Conference
• Monitor, record and assess campaign results and outcomes and report these to the WP4 Sponsor

• Activities under the IPCaT Communication and Awareness Support

• Create communication campaigns and products in line with the IPCaT C&A Plan objectives and analysis: The NISP Flyer, The IPCaT Team Booklet, The IO Dashboard Flyer
• Engage at key events to promote awareness of the IPCaT and its key products: CWIX 2025 Execution, CWIC 2026 Initial Planning Conference
• Liaise and coordinate with content delivery agencies and personnel

Monitor, record and assess campaign results and outcomes and report these to the IPCaT

• Activities under the NDS Reference Architectures Communication and Awareness Support

• Update the NDS Reference Architectures Communication Strategy using inputs from key stakeholders in NDS, focusing on: Defining overall objectives, incl. goals, key messages and
• success criteria, Conducting stakeholder analysis, identifying key stakeholder (strategic, technical, and operational level), their key concerns and incentives.
• Develop an initial NDS Reference Architecture Communication and Awareness Plan, including:  Time and location, frequency, responsible contributors, and communication channels, Identify champions and internal advocates
• Create the necessary content and media to support the pilot communication campaign, including: Developing the initial content, Ensuring internal alignment and roll out as per the Reference Architecture Communication and Awareness Plan.
• Liaise and coordinate with content delivery agencies and personnel
• Monitor, record and assess the campaign results and outcomes and adapt the Reference Architecture Communication and Awareness Plan accordingly.

3.2 Deliverables

All of the defined deliverables are briefings, reports, designs (proof of concept demonstrators) or specifications with a well-defined NCI Agency-specified format.

The deliverables will be required on a monthly basis in between 10th of June 2025 and 31 December 2025.

All deliverables are to be peer reviewed within the deliverable cycle. Input and guidance will be provided by NCI Agency in written from or/and during the targeted review meetings.

The following specific deliverables are expected from this statement of work:

• D0.1: Deliver Communication and Awareness Support activity plan for 2025 (30 Jun)

• D1.1: Deliver a FMN DCS campaign Flyer for CPWG Meeting #32 (Jul)

• D1.2: Deliver a FMN DCS Video for CPWG Meeting #33 (Sep)

• D1.3: Review and update the FMN pages on Tidepedia to improve currency, correctness and completeness. (Nov)

• D1.4: Deliver Summary report on communications and awareness support for FMN in 2025 (Dec)

• D2.1: Deliver the IPCaT Booklet at IPCaT meeting #49 (Sep)

• D2.2: Deliver feedback at IPCaT Meeting #50 on the IPCaT Communications Campaigns Conducted in 2025 (Nov)

• D3.1: Deliver an update to the NDS Reference Architectures communication strategy (Jun)

• D3.2: Deliver an initial NDS Reference Architectures communication and awareness plan (Jul)

• D3.3: Create a pilot communication campaigns in line with the NDS Reference Architectures C&A Plan objectives and analysis (Sep)

• D3.4: Deliver feedback to the NDS sponsor the pilot campaign (Nov)

• D3.5: Deliver an updated Policy C&A plan for 2026. (Dec)

The expected classification level of the deliverables is NATO UNCLASSIFIED.

However, in some particular circumstances it might be decided that a part of the deliverables will be classified as NATO RESTRICTED.

The execution of duties may require the consultants to access information, as well as CIS systems, classified up to NATO SECRET. This will be done on-site at an NCI Agency location.

3.3 Coordination and reporting

• The contractor shall participate in a kick-off meeting within two working weeks after the signing of this contract.

• This will be a virtual meeting executed via electronic means using Conference Call/VTC capabilities.
• During the kick off meeting, the contractor will provide and discuss a draft plan for executing the tasks under this statement of work covering the three work strands. Purchaser and Contractor will discuss the plan and amend where appropriate.
• The contractor will provide email minutes containing, at least decisions and actions decided during the meeting.

• The contractor shall participate in regular status meetings, either in-person (where possible) or via electronic means using Conference Call/VTC capabilities.

• Status meetings will take place at least once per month.
• The rhythm for these meetings will be decided at the kick-off meeting.
• The contractor will initiate these meetings and provide email minutes containing at least decisions and actions decided during the meeting.

4 PAYMENT SCHEDULE

This requirement is for the delivery of the products identified in Section 3.2. Payment will be provided based on these deliveries as indicated in the following table:

Item 1: D0.1: Deliver Communication and Awareness Support activity plan for 2025

D3.1: Deliver updated NDS Policy communication strategy (Jun)

Item 1 Due: 30-Jun-25

Item 2: D1.1: Deliver a FMN DCS campaign Flyer for CPWG Meeting #32 (Jul)

D3.2: Deliver an updated NDS Policy communication and awareness plan (Jul)

Item 2 Due: 31-Jul-25

Item 3: D1.2: Deliver a FMN DCS Video for CPWG Meeting #33 (Oct)

D2.2: Deliver the IPCaT Booklet at IPCaT meeting #49 (Sep)

D3.3: Create a pilot communication campaigns in line with the NDS Policy C&A Plan objectives and analysis (Sep)

Item 3 Due: 30-Sep-25

Item 4: D1.3: Review and update the FMN pages on Tidepedia to improve currency, correctness and completeness. (Nov)

D2.3: Deliver feedback at IPCaT Meeting #50 on the IPCaT Communications Campaigns Conducted in 2025 (Nov)

D3.4: Deliver feedback to the NDS sponsor the pilot campaign (Nov)

Item 4 Due: 30-Nov-25

Item 5: D1.4: Deliver Summary report on communications and awareness support for FMN in 2025 (Dec)

D3.5: Delkiver an updated Policy C&A plan for 2026. (Dec)

Item 5 Due: 31-Dec-25

The payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet (DAS) – (Annex B)

5 SECURITY CLEARANCE

The services provided under this SOW require the consultants to have a valid NATO SECRET security clearance.

6 PERIOD OF PERFORMANCE

Services are to be provided for the period starting NLT than 10 June 2025 through 31 Dec 2025.

7 TERMS

This is a Completion-type contract requires a single consultant with all necessary skills to complete the work.

Services will primarily be performed off-site at the consultant’s own office. Office space and computer equipment will be provided at NCIA The Hague for access during any visits for the duration of this contract; mobile NATO Restricted IT will be provided to the contractor; the contractor is responsible for office space and internet connectivity at their own facilities.

Travel (Purchaser Directed Travel) may be required to NATO or non-NATO locations as necessary. In the event of such unforeseen meetings being called, the cost of all travel and subsistence will only be authorized once the budget of this contract is amended.

Purchaser Directed Travel Travel expenses will be reimbursed in accordance with Article 5.5 of AAS+ Framework Contract. Such costs will be set as a separate PO line with a not to exceed value to cover and reimburse of actual expenses upon submissions of all receipts and invoices in line with NCIA processes.

NATO will retain the intellectual property rights for all products developed in relation to this project.

All deliverables, scripts, documentation and required code will be stored as directed by NCIA.

8 SPECIFIC EXPERTISE REQUIRED

[See Requirements]

Requirements

5 SECURITY CLEARANCE

• The services provided under this SOW require the consultants to have a valid NATO SECRET security clearance.

8 SPECIFIC EXPERTISE REQUIRED

8.1 Expertise

The services to be provided under this SOW requires a single contractor who has expertise in several areas to ensure clarity, precision, and alignment with  organizational goals. The key expertise areas that must be demonstrated by the contractor are:

• Minimum of 3 years Strategic Communication Expertise: Understanding of corporate communication, public relations, and marketing strategies; Knowledge of stakeholder engagement, crisis communication, and reputation management
• Minimum of 3 years Content Development and Branding: Expertise in developing messaging frameworks, key messages, and content strategies; Knowledge of brand guidelines, tone of voice, and visual identity; Deep experience in creating campaign materials (press releases, social media posts, brochures, etc.)
• Minuimum of 3 years Stakeholder and Audience Analysis: Ability to identify target audiences and tailor communication approaches; Understanding of cultural, social, and organizational communication nuances; Expertise in user research, surveys, and feedback mechanisms
• Minuimum of 3 years Performance Measurement and KPIs: Defining measurable objectives (e.g., engagement metrics, media reach, audience sentiment); Understanding analytics tools and reporting methods for communication effectiveness
• Legal and Compliance Considerations:  Awareness of copyright, intellectual property, and data protection laws

8.2 Experience & Background

• At least 2 years experience of coordinating and delivering communication and awareness campaigns in an international military environment.
• At least 2 years experience experience of military interoperability programmes and concepts
• Demonstrated ability to craft high fidelity messaging, imagery and information products across a range of media types including, but not limited to, web content, imagery and photography, infographics, video and audio.
• Deep experience (minimum 4 years) in working with international organisations and in multinational environments.
• Demonstrated knowledge of NATO Structures and military operations

8.3 Soft Skills

• Clearance & Security Awareness: Ability to work with classified/unclassified data and within secure environments.
• Strategic Thinking & Problem-Solving: Ability to develop clear, effective communication strategies aligned with business goals.
• Excellent Written & Verbal Communication: Strong storytelling and message development skills. Ability to convey complex ideas clearly and persuasively to diverse audiences
• Stakeholder Management & Influence. Skilled at engaging and aligning key stakeholders (internal and external). Ability to build trust, navigate organizational dynamics, and drive consensus
• Adaptability & Flexibility: Comfortable working in dynamic environments with shifting priorities. Can adjust communication strategies based on audience feedback or business changes
• Creativity & Innovation: Ability to develop fresh, engaging communication campaigns and materials.
• Thinks outside the box to solve communication challenges effectively