NATO UNCLASSIFIED RELEASABLE TO PUBLIC
JOINT WARFARE CENTREStavanger, Norway
Telephone
Direct dial: 52879290/9294
Visiting address: Gamle Eikesetvei 29, N-4032 Stavanger, Norway
International Multi-Cross Functional Organization Consultancy
PART III - STATEMENT OF WORK
JWC-15-R-134
1. Introduction
The Exercise, Training and Innovation (ET&I) Directorate consists of a cross functional structure: contains 3 Program Managers, 3 Resource Managers, and 10 functional areas. The JWC’s optimized structure is one in which staff officers are responsible to both Resource and Program Managers, who have different roles. The Program and Resource Managers all report to Deputy Chief of Staff (DCOS) ET&I (OF5) who is responsible through the Chief of Staff to Commander JWC for the overall delivery of exercises and training, and is supported by a military Executive Officer (XO). Through an internal project at JWC, a thorough analysis of the organization was provided by a team. The results from this analysis proposed a cross functional structure that will be implemented and trialed August 2015. JWC will reorganize in a trial as an ideal opportunity to test internal procedures.
2. Background and Scope of Work
a. Required support
JWC seeks an outside agency expertize to create, integrate, and invigorate known best techniques and methodology that, through experience and research, has been proven reliable results to realign operationally in the ET& I Directorate. A read ahead package will be provided to the awardee to ensure a complete understanding of the optimized (Opt) JWC organization. Intent: External expertise with the necessary experience can help transform JWC’s trial organization into the appropriate model.
b. Required Outcome
End state is to design a process which uses best practices for a 168-person international cross functional structure. It is essential to define procedures in order to streamline roles and responsibilities to effectively deliver exercises using NATO processes. The results must lead to a fully trained and capable work force in the ET&I Directorate. In addition, approximately 1/3 of the personnel in the organization rotate each year. There is an essential need for good communication, clarity, and a sound staff production rhythm
c. Tasks are such as, but not limited to:
I. Produce a mature line organization to cross function for ET&I (steps, assessments and relationships) creating the optimal procedures using internal resources to effectively deliver exercises within NATO.
II. Produce a process transition plan that allows Program of Work (POW) delivery whilst capitalizing on quick wins.
III. Identify any software packages that may be required to make the matrix a success in a simple fashion.
IV. Support delivery of a sound and operational rhythm. Develop and define procedures to ensure a successful implementation.
V. Maintain related project documentation accuracy and validity.
VI. Produce briefs, spreadsheet, and project files within the MS Office suite as appropriate.
VII. The SUPPLIER will report to, and be directed by COL Steve Williamson who is fulfilling the role as DCOS, ET&I. The company is obligated to fulfil their duties as described under Clause 2 of this Contract commencing xxth xxx 2015.
3. Type of Contract and period of Performance
Type of Contract:
This is a Firm Fixed Price Contract – not subject to price adjustments.
Period of performance estimated to be four (4) weeks: Dates are between - 02-November-2015 to 18-December-2015- ***to be chosen by the SUPPLIER and submitted with quote.
4. Required Qualifications
I. The ability to work unsupervised whilst delivering quality products.
II. Knowledge and experience of cross functional international organizations
III. Documented proof/proven success making international organizations working in a matrix a success
5. Tasking and Deliverables
Tasks and schedule
i. The time phase is from 02-November-2015 to 18-December-2015. During this phase, the SUPPLIER is to:
Deliverables to be produced:
(1) Detailed managerial process map
(2) Expert advice on modern commercial business practices relating to functional organisational alignment/change that will provide extra perspectives to JWC.
(3) Expert advice on implementation of management change.
(4) Process maps supported by recommendation of tools or software to be used.
(5) Expert advice on training routines, critical standard operating procedures (SOP).
(6) Identifying potential bottlenecks, over capacity, or ineffective processes.
6. Schedule of Delivery
I. The project is to start on (Date selected by SUPPLIER, the earlier the better, expected contract award date 16-October-2015. Awardee must be able to start No Later than 02-November-2015).
II. The project will be completed by: 18-December-2015.
7. Acceptance Criteria
I. The services provided will be accepted when signed off by the JWC COTR if they follow the requirements stated in paragraph 5.
II. The Schedule of Delivery is to be followed.
8. Proof of Past performance
The SUPPLIER shall show that it has successfully performed similar work as specified in this Statement of Work. This resume shall illustrate performance and include:
I. Summary of work performed
II. Outcome of above mentioned work performed
III. Name of client(s)
IV. Date(s) of work performance
V. Contact information
VI. Permission to contact client(s) for reference(s)
9. Place of Performance
The work has to be done at the SUPPLIER’S offices and on-site, at JWC facilities, Jåttå, Norway. Expect for the following: Interviewing key personnel and leaders must be on-site at JWC. Weekly status/update progress reports/briefings shall be either Face-To-Face or Video Teleconference (VTC).
10. Furnished Materials and Services
i. If required, JWC will provide the SUPPLIER’s representative with:
ii. A work desk (SUPPLIER MUST PROVIDE THEIR OWN LAPTOP)
iii. JWC Staff will provide administrative assistance within existing means and capabilities according to overarching priorities.
11. Security Considerations
No NATO clearance is required for this work, although the SUPPLIER’s representatives must be citizens of NATO Nations
On first arrival to JWC under contract, the SUPPLIER’s representatives will be required to sign a letter of acknowledgement.
The SUPPLIER will be released documents at ‘NATO UNCLASSIFIED’ or below on a ‘need to know’ basis. On site at JWC’s facilities, Jåttå, Norway, the SUPPLIER’s representatives will be afforded access to documents and information at ‘NATO RESTRICTED’ on a ‘need to know’ basis. On no account are ‘NATO RESTRICTED’ documents to be removed by the SUPPLIER’s representatives from JWC’s facilities, Jåttå, Norway. Appropriate physical security must be in place for any work undertaken at the SUPPLIER’s premises.
The SUPPLIER’s representatives will be provided with site access passes which allows access to “Class III” areas. The SUPPLIER’s representatives can access “Class II” areas only when escorted by a JWC employee.
The release of classified or unclassified project related information to authorities or persons outside the Internal Review project (non-participants) without prior approval is expressly prohibited.
Page 1
Draft 3.1