Request for Service Provision for the ASD-STAN Executive Manager Function

Request for ProposalV3 14Dec15

Request for Service Provision for the ASD-STAN Executive Manager Function

ASD-STAN (Standardisation) is an affiliated association to ASD, the AeroSpace and Defence Industries Association of Europe.

ASD-STAN is an international working association that establishes, develops and maintains standards on behalf of the European aerospace & defence industry. ASD-STAN publishes and sells online its own standards-library documents and acts as a standardization manager and distributor for other standard development organizations.

The ASD-STAN Secretariat is located in Brussels. ASD-STAN has several remote offices located in Europe.

Over the years, ASD-STAN has established a lean and streamlined standardization process for European aerospace standards in agreement with the European Committee for Standardization (CEN). It follows the principles of openness, transparency and consensus required by the Regulation on European Standardization. However, reducing the lead-time for the standards development process in accordance with industry needs remains a constant goal of ASD-STAN.

ASD-STAN is looking for aservice support to cover the tasks of the ASD-STAN Executive Manager Function. The service support shall be provided by an organisation with experience in the aerospace standardization business for at least 10 years (hereinafter called “service provider”). Single candidate applications cannot be accepted.

Service to be delivered:

The Executive Manager Functionshall take responsibility in following areas [RQ01]:

-Assist the ASD-STAN director on request,

-support the ASD-STAN standardization task in all matters (description below may not cover all details) according to the documented ASD-STAN standardization process at GPM V6 [2],

-perform all task of the Executive Manager from the New Work Proposal up to prEN publication, described in Appendix A [1] and [2],

-perform all task of the Executive Manager from prEN up to Transformation, described in [1] and [2],

-perform the the five-year review of existing standards

-perform the Technical Authority secretariat (TA) with coordination of all TA activitiesand assistance to the ASD-STAN TA Chairman as described in [1],

-coordinating the activities of the technical areas of ASD-STAN,

-monitor the work program and its associated schedule,

-ensuring the DTC secretariat if necessary,

-support the TA bodies (Domains, Sectors, Projects) and responsible managers (DTC, SL..) according to their functions,

-facilitate liaison between the technical areas and external organizations in ASD-STAN,

-manage the publication and circulation of standards in accordance with the contracts signed between ASD-STAN, signatories, distributors, subscribers, publishers and other subcontractors,

-prepare ASD-STAN Board/GA meetings covering subjects of the ASD-STAN Executive Manager Function,

-provide regular and - on request - progress reports of performed activities,

-participation at regular and short-notice ASD-STAN Team and Body meetings and ASD-STAN Domain and Sector meetings,

-monitor and document all activities at the ASD-STAN Database (or appropriate tool) and other ASD-STAN Tools,

-develop, maintain, update the ASD-STAN Database and other appropriate ASD-STAN tools,

-prepare publication notes and website entries,

-distribute all ASD-STAN deliverables to the relevant recipients,

-documenting and archiving of all ASD-STAN deliverables, process steps, contact points, internal procedures,

-handling the interface to CEN, ISO and other SDOs regarding the cooperation scheme of ASD-STAN,

-improve the ASD-STAN standardization process and update the appropriate documentation,

A detailed description of all Executive Manager Functions is available at Appendix A [1] below andas part of the ASD-STAN standardization process at the ASD-STAN Process Manual (GPM V6) [2] at the ASD-STAN website ( and apply to the above summary task description.

Needed resources:

The offer shall cover a service support of an equivalent of

• 1 MY (Basic Option, 1MY=1800Mh without vacation) [RQ02],
• with an option to extend the service by another equivalent of a ½ MY (Option 1), available upon request within the first year of service [RQ03],
• with an option to extend the service by another equivalent of an additional ½ MY (Option 2), available upon request within the first two year of service [RQ04].

The service performing candidates (hereinafter called “managers”) shall be assigned individually and mainly to ASD-STAN tasks and shall perform theirtasks in common understandingwith ASD-STAN [RQ05]. The managers have to be presented to ASD-STAN prior contract agreement [RQ06]. Any changes of managers during the service contract has to be announced six weeks in advance and new managers has to be presented to and agreed by ASD-STAN [RQ07]. Nevertheless the regulations, restrictions, laws of the service provider shall apply and the managers are under disciplinary responsibility of the service provider [RQ08]. The offer shall include the provision of office, office equipment, communication (Internet access, Phone, WebConference Tools, copy machine and printer access, conference room access…) and general education and training [RQ09].

IT- Equipment, as Laptop, screen, desk printer shallbe provided by ASD-STAN under IT responsibility of ASD, regarding to ASD IT regulations.

Task specific education and training will be offered and covered by ASD-STAN

Travel cost shall be refunded directly by ASD-STAN according to ASD-STAN regulations.Travel availability without restrictions of the managers is essential [RQ10].

The service shall be provided daily at least during the core office working hours from 9am to 3:30pm [RQ11]. Holiday planning shall be agreed by ASD-STAN and are applied according to the service provider relevant terms and regulations [RQ12].

Launch of provision and duration:

The service provided shall be initiated during January 2016 [RQ13]. The contract shall last for a minimum of three years to be extended on mutual request and agreement [RQ14].

Location:

The service can be provided at any main city in Europe offering easy access to communication lines and major travel hubs (airport, train station…) [RQ15].

Transition:

During a transition period of 1-2 months, which will be at the beginning of the contract the service provider shall be ensure that the managers to be present at the location of the current service provider at BNAE, Paris [RQ16]. Trainingwill be provided to introduce the tasks to the new managers.

Characteristics of proposed candidates:

The proposed candidatesshall have well developed skills in communication & presentation, relation building, teamwork and structuring of processes [RQ17]. ASD-STAN is looking for mature persons who are reliable, reactive, self-confident, creative, service-oriented and has a willingness to travel [RQ18].The working language will be English, fluent in written and orally [RQ19].Further experience of very good knowledge of Microsoft Office Tools (i.e. Excel, Word, Access, Power Point)and Database development/handling and website editing is essential [RQ20]. The proposed candidates shall have a solid experience (minimum 2 years) in the management of standardization processes, like usual CEN, ISO and national standardization processes [RQ21].Good knowledge and experience with the CEN Livelink systems is essential[RQ22].

A written proposal, addressing the mentioned requirements [RQ01] to [RQ22], has to be sent to the ASD-STAN Director Dr.-Ing.Andreas K. Jain, before 8stJanuary 2016 (noon) at .

APPENDIX A

ASD-STAN Executive Manager Function TaskDescription

(for details & full list: see GPM V6)

1. Process NWP to the Publication of prEN (up to 50 %)
2. Inquires (NWP & NDB) (up to 30 %)

Detail of all tasks

-Manage the request of NWP

-Send to DTC the NWP (Form 1 + Form 2 + draft)

-After receiving the completed form 2 from DTC, launch the NWP Ballot for 1 month).

-Register all the data in ASD-STAN database and corresponding files in G/DATA

-Manage the answers from the different countries + Reminder

-Prepare the NWP Ballot result

-Update the ongoing Ballots file

-Send to FPs, DTCs, Author the Form 4 + Form 5

-Manage the Wi for new NWP

-After reception of the consensus draft, launch the NDB for 4 months

-Manage the answers from the different countries + reminder

-Prepare the NDB results

-Update the ongoing Ballots file

-Send to FPs, DTCs, Author the Form 8 + Form 9

-After reception of the completed Form 9 by the Sectors, prepare the document for Editing Stage

-Manage the stage 30.70 Disposition of comments

1.2.Preparation of the Final draft prEN and the Publication of prEN (up to 20 %)

Detail of all tasks

-Send the Consensus draft + completed Form 9 to Editing (eg BNAE)

-Final check of the document after Editing Stage

-Sent to SL, secretary and DTC for signature (Form 10)

-Manage the documents in Editing

-Manage the drawings

-Prepare and secure the documents for publication

-Prepare the Publication Notice + Ongoing ballots file

-Send the corresponding files to Sergio Budano for the updating

-Check the Work of Sergio + DATA base + XML

-Send to EADS, Distributors and ASD-STAN Newsletter Members the Publication Notice.

-Manage the list of distributors

-Register all the data in ASD-STAN database and corresponding files in G/DATA

Note for DATA: Titles, date, ASD-STAN number, originator, stages, scope, and normative references

1. Transformation of prEN to EN (up to 10 %)

Detail of all tasks

-Manage old prEN to transform into EN and transform automatically new prEN into EN

-Send the document to Transforming Stage 1 (eg BNAE or DIN) with the coordination of the Domain/sector

-Ask to CEN a WI number

-Final check of the document before uploading in CEN Livelink

-When CEN Formal Vote is finished, download the Formal Vote Results

-Send the Formal Vote results + the document to Transforming Stage 2 + 3

-Final check of the document before uploading it in CEN Livelink

-Modify the ASD-STAN database when receive the EN publication notice

-Manage the documents in transforming

-Manage the drawings

1. TA (up to 15 %)

Detail of all tasks

-Support the TA Chairman for his tasks

-Prepare agenda for the TA

-Prepare minutes of the TA

-Actions list of TA

-Prepare reporting for Coordination meeting of Domain

-General Process Manual + Forms

• Improvement
• updating

-Send to ASD-STAN Staff the Monitoring Panel every end of week

-Send to ASD-STAN Board members + DTCs the template of ASD-STAN Meetings every end of month

-Send to BNAE, DIN the ASD-STAN activities report every end of week

-Update DATA base

-Update monitoring tools

• Activities report (3 documents)
• Ongoing Ballots
• Control Panel
• Template for Transforming
• Meeting
• Domain Structure + contact

-Manage the declassification

-Manage the 5 years review

-Manage STD

• Improvement
• Modification

-Livelink

• Improvement
• Modification

-Metric for indicators

-Liaison with ASD-CERT, CEN

1. Board (up to 5 %)

Detail of all tasks

-Prepare reporting for the ASD-STAN Board

-Prepare and diffuse the ASD-STAN Newsletter

-Manage the WI for Formal vote

-Metric for indicators

1