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2024-0288 Digital Training Media Creation (NS) - TUE 12 Aug at EMW, Inc.. Deadline Date:. Tuesday 12 August 2025 . Requirement:. Digital Training Media Creation. Location:. Off-Site (Travel may be required, not exceeding 1 week per month, to Brussels (BE) or The Hague (NL)). 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:. 2025 BASE: 15 September 2025 until 31 December 2025 with the possibility to exercise the following option:. • 2026 Option: 1 January 2026 until 31 December 2026. Required Security Clearance:. NATO Secret .  . 1 INTRODUCTION. This effort will take place within the NATO Communications and Information Agency (NCIA), an organization of the North Atlantic Treaty Organization (NATO).. Supporting NATO throughout all its geographical locations, the NCIA is seeking a Digital Learning Media Creation Support to join the journey of NATO’s modernization of IT services by enabling user transition to public cloud platforms (Microsoft Azure, M365, and related services) through high-quality multimedia content, structured training materials, and user-centric digital learning experiences.. NCIA – Cloud Operations Team. The NATO Communications and Information Agency (NCIA) is dedicated to supporting NATO's strategic objectives, including the ambitious NATO 2030 agenda. As part of this commitment, we are spearheading the modernization and digital transformation of NATO’s IT services. Our focus is on leveraging public cloud technologies like Microsoft 365 and Intune, incorporating a security-by-design approach, and ensuring a seamless transition to a modern, collaborative workplace environment.. To achieve these goals, we are building a Cloud Operations team under the Cloud Center of Excellence, operating under the NATO Enterprise Cloud Operating Model (NECOM). The NECOM framework provides a standardized approach for cloud service management, ensuring interoperability, scalability, and security across NATO's IT infrastructure. The Cloud Center of Excellence will serve as a hub for best practices, innovation, and expertise, driving the adoption and optimization of cloud technologies within NATO. This team will play a crucial role in our journey towards providing managed, protected, and reliable End User Services.. Embracing the latest technological advancements, this initiative will foster innovation and ensure NATO remains at the cutting edge of IT capabilities. By continuously evolving and integrating new technologies, we aim to enhance operational efficiency and readiness for future challenges.. NCIA – Cloud Centre of Excellence (CCoE). The Cloud Centre of Excellence (CCoE) within the NCIA is focused on driving successful cloud adoption and maximizing the potential of cloud technologies across the organization. It serves as a central governing body, promoting best practices, enabling knowledge sharing, and ensuring alignment between business objectives and cloud initiatives. The CCoE supports various cloud-based solutions, ensuring their effective and efficient implementation and management. By fostering a culture of continuous improvement and innovation, the CCoE helps the NCIA leverage cloud technologies to enhance operational efficiency, scalability, and agility.. The NCIA is seeking support for Digital Learning Media Creation for our NATO Cloud Operations environment. The services include designing and delivering multimedia training content that enables the effective adoption of NATO Public Cloud services and Microsoft 365 across the NATO Enterprise. The services also include producing video tutorials, step-by-step guides, visual learning aids, and online resources aligned with the evolving digital workplace, that will contribute to the success of the cloud transition by creating engaging, accessible, and technically accurate learning materials that empower users, support hybrid work, and facilitate change management.. These services require expertise in multimedia production, Microsoft 365 applications, and user-centric content development to support training coordinators, and technical SMEs to translate complex technical concepts into clear, visually engaging content. The Contractor shall have a strong background in digital communications, enterprise learning design, and platform adoption support. The serives also include:. - designing internal communication strategies, managing SharePoint knowledge hubs, and structuring learning paths through Viva Learning and other delivery platforms.. - aligning all deliverables with NATO branding, accessibility standards, and multilingual deployment needs.. - measuring content effectiveness, and contributing to iterative content improvement through feedback loops and analytics.. NCIA – PAN Migration to NATO Public Cloud Project. The PAN Migration to NATO Public Cloud project is organized under the NCIA Cloud Portfolio. The project aims to transition roughly 15.000 staff within the NATO Enterprise from the on-premises Public Access Network (PAN) to the NATO Public Cloud (NPCL). At the time of this engagement, the first major site (Norfolk VA, USA) will have transitioned and the project will continue to transition an additional 18 sites across various locations in the alliance.. Online Training Content Creation. One of the main objectives of the project is to ensure a structured rollout for 15.000 users at 19 PAN locations, by providing online training content for the users transitioning to a new working environment.. Under the direction of Cloud Operations Manager, project manager, and project training coordinator, the Contractor will produce comprehensive and customized training materials on Microsoft 365 and associated products, including Windows 11 Enterprise, the Office 365 suite, MS Teams, OneDrive for Business, and SharePoint Online. Additionally, the Online Training Content Creator will cover essential security topics such as Microsoft BitLocker, Windows Hello for Business and Device Compliance within an Intune-managed context. The Contractor will also be flexible to create online materials on the customized user environment.. The Contractor will get a training from Project Training Coordinator, which will allow them to familiarize with the NPCL environment and the customized training content.. 2 OBJECTIVES. The main objectives of this statement of work can be summarized as follows:. • Let the Contractor gain enough knowledge of the NPCL environment to be able to produce online resources by: Attending in-person familiarization training of the NPCL solution; Execute continuous training / learning while the solution is being matured as per the project manager or training coordinator guidance and by means of tooling provided by the project. • Produce online resources such as: Step-by-step user guides, Video tutorials, FAQs, Other online resources. • Contribute to the continuous improvement cycles of the project team. • Coordinate and ensure that all staff-related communication and administration between the NCIA and the contractors is performed by a single point of contact.. 3 SCOPE OF WORK. Under the direction of the NCIA Cloud Operations Manager and Project Training Coordinator, the Contractor (Remote) will deliver the following:. 1) NPCL Familiarization and Adoption Support. • Attend structured onboarding training at NHQ Brussels.. • Complete self-paced NPCL training via Viva Learning.. • Stay current with updates across the NPCL service stack.. • Collaborate with project teams to remain aligned with platform evolution.. 2) Training Material Development. • Develop step-by-step guides with illustrations and UX principles.. • Create detailed video tutorials and explainer clips using advanced editing.. • Include newer Microsoft 365 tools: Loop, Planner, Lists, Stream, Bookings, To Do.. • Structure materials for varying audiences, from end-users to IT administrators.. 3) Advanced Video and Audio Editing. • Deliver content with refined transitions, sound editing, and animations.. • Use multi-tool workflows (e.g., Adobe Premiere + Camtasia + Audition).. • Optimize content for various formats (desktop, mobile, web, print).. • Incorporate subtitles, callouts, and layered visuals for engagement.. 4) Visual and Graphic Content Creation. • Design infographics, icons, banners, and internal marketing visuals.. • Build templates for canvas boards, printable handouts, and campaign posters.. • Align visuals with NCIA branding and NATO guidelines.. • Use Illustrator, InDesign, Canva, and the Adobe Creative Suite.. 5) Viva Suite Enablement. • Build training paths and modules using Viva Learning.. • Support integration and use of Viva Engage, Connections, and Amplify.. • Tailor content for cross-team communication and platform adoption.. • Demonstrate Viva reporting and usage features to end-users.. 6) SharePoint and Knowledge Hub Management. • Curate training content into SharePoint portals and learning libraries.. • Organize content with metadata, tagging, and access controls.. • Enable interactive components using Lists, Forms, and Power Automate.. • Structure sites for ease of navigation and multilingual presentation.. 7) Microsoft Places and Organizational Training. • Develop explainer content on Microsoft Places and hybrid workspace usage.. • Produce tutorials and guides for location-aware M365 integration.. • Educate users on room booking, proximity alerts, and team coordination.. • Align Places content with broader workplace change strategy.. 8) Multi-Channel Delivery. • Package training for digital (Viva, Teams, SharePoint) and physical (PDF, print).. • Configure materials for self-study and instructor-led sessions.. • Integrate content into Microsoft Learning Pathways.. • Adapt materials to diverse devices and user capabilities.. 9) Change Communication Support. • Develop announcement templates and learning teaser videos.. • Design training emails, Yammer posts, and intranet banners.. • Align content messaging with digital workplace transformation goals.. • Measure awareness impact through usage data and surveys.. 10) Stakeholder Collaboration. • Liaise with internal SMEs and platform owners for accuracy.. • Join working groups and sprints with the communications team.. • Provide live demonstrations and guidance to project stakeholders.. • Document all content review and validation cycles.. 11) Feedback and Improvement Loop. • Collect feedback via embedded forms, polls, and usage metrics.. • Run A/B testing on video and guide formats.. • Maintain backlog of improvements per site rollout phases.. • Participate in retrospectives with training and PMO staff.. 12) Reporting and Sprint Management. • Track progress in weekly sprint format.. • Submit sprint results in structured reports with DAS.. • Maintain backlog and roadmap in alignment with release cadence.. • Coordinate planning meetings and deliverable signoffs.. The contractor will be part of the project management and implementation team, working closely with the Cloud Operations Centre and Accreditation Support Office, ensuring the secure, available, managed and compliant delivery of Public Cloud Services to NATO and its Strategic Commands.. The measurement of execution for this work is sprints, each sprint constitutes 5 working days.. 4 DELIVERABLES AND PAYMENT MILESTONES. The payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet (DAS) – (Annex B).. Invoices shall be accompanied with a DAS, signed by the Contractor and Purchaser’s authority.. The Purchaser (NCIA) reserves the right to exercise a number of options of one or more sprints based on the same deliverables, at a later time, depending on the project priorities and requirements, at the following cost: for base year (2025) at the same cost, for 2026 the Price Adjustment Formula will be applied in accordance with paragraph 6.5 of the Framework Contract Special Provisions.. 2025 BASE: 15 September 2025 to 31 December 2025:. Deliverable: 17 Sprints of digital learning media content creation, to be delivered by 1 individual. (Number of sprints is estimated and will be adjusted based on actual starting date.). Payment Milestones: Upon completion of each fourth sprint and at the end of the service. Completion of each milestone shall be accompanied documented in Delivery Acceptance Sheet (DAS) – (Annex B), signed for acceptance by the Purchaser’s authorized point of contact and the Contractor. 2026 OPTION: 1 January 2026 to 31 December 2026:. Deliverable: Up to 46 Sprints . Cost Ceiling: Price will be determined by applying the price adjustment formula as outlined in CO‐115786‐ AAS+ Special Provisions article 6.5.. Payment Milestones: Upon completion of each fourth sprint and at the end of the service. Completion of each milestone shall be accompanied documented in Delivery Acceptance Sheet (DAS) – (Annex B), signed for acceptance by the Purchaser’s authorized point of contact and the Contractor. 5 COORDINATION AND REPORTING. The contractor shall participate in weekly and/or daily status update meetings, activity planning and other meetings as instructed, via electronic means using Conference Call capabilities, according to the project manager or implementation manager instructions.. For each sprint to be considered as complete and payable, the contractor must report the outcome of the service during the sprint. The format of this report shall be a short email to the NCIA Point of Contact mentioning briefly the service held and the development achievements during the sprint.. 6 SCHEDULE. This task order will be active immediately after signing of the contract by both parties.. It is expected the service starts on 15 September 2025, ending no later than 31 December 2025.. If the 2026 option is exercised, the period of performance is 01 January 2026 to 31 December 2026.. 7 CONSTRAINTS. All the deliverables provided under this statement of work will be based on NCIA templates or agreed with the project point of contact.. 8 SECURITY. The security classification of the services will be up to NATO SECRET.. The Contractor providing the services under this SOW is required to hold a valid NATO SECRET security clearance.. 9 PRACTICAL ARRANGEMENTS. The contractor will work 100% REMOTE, providing services during Core working hours of the Cloud Operations team (Brussels / BEL).. The contractor will be required to work within a NATO country, following the rules and regulations applicable for the operations of NATO CIS.. The contractor may be required to travel, not exceeding 1 week per month, to other NCIA locations as part of the service delivery. The locations applicable for this engagement are limited to BRUSSELS / BEL and THE HAGUE / NLD.. Travel arrangements will be the responsibility of the contractor and the expenses will be reimbursed in accordance with Article 5.5 of AAS Framework Contract and within the limits of the NCIA Travel Directive.. The Contractor will be part of the NCIA Cloud Operations Team.. This service must be accomplished by one contractor. In the event contractor leaves during the contract period, they shall be replaced by a new contractor who has the required qualifications and is acceptable.. The basis for travel under this contract will be based on each individual’s home location and  subject to the NCIA travel directive. Booking, stay, and all travel-related administration is a responsibility of the contractor.. 10 QUALIFICATIONS. [See Requirements]. 10 QUALIFICATIONS. The services included in this SOW require one experienced Contractor with the following qualifications:. 1) Digital Learning Media Content Development:. . At least 3 years of experience in creating comprehensive and user-friendly online materials, including guidelines, FAQs, videos, articles.. . Ability to develop step-by-step guides in a video format or printed with clearly marked and explained screenshots, and FAQs.. . Skill in ensuring training materials are accessible and up-to-date.. . Proficiency in using various formats for training materials (slides, handouts, online resources).. . 2) Ability to create professional training videos. . At least 3 years of experience in screen and video recording, video editing, ability to add annotation, transitions, adding interactive elements (e.g. embedding quizzes using Microsoft Forms and Stream). . Familiarity with screen recording, image and video editing software; for example, Adobe PRO, OBS Studio, Camtasia, Canva, Snipping Tool, PowerPoint. . 3) Windows 11 Enterprise, M365 products, Office Suite and Collaboration Tools:. . In-depth knowledge of Microsoft 365 core products (Windows 11 Enterprise, Office 365 suite, MS Teams, OneDrive, SharePoint Online).. . Proficiency in Windows 11 Enterprise and the Office 365 suite.. . Expertise in MS Teams, OneDrive, and SharePoint Online.. . Ability to explain features and functionalities clearly.. . Experience in developing training materials.. . Ability to update training content based on new features and updates.. . 4) Security and Intune Managed Device Compliance:. . Knowledge of security best practices, including Microsoft BitLocker and Windows Hello for Business.. . Proficiency in Intune device management, including policy configuration and compliance management.. . Experience in developing training materials on device compliance and data security.. . Ability to explain the Company Portal and its functionalities.. . Skill in providing guidelines for maintaining privacy and security.. . 5) Viva Learning:. . Knowledge of how to use learning management platforms, and specifically Viva Learning and SharePoint. . Experience in managing user dashboards in Viva Learning. . 6) Additional M365 Tools:. . Basic knowledge of other M365 tools such as MS Planner, MS Bookings, MS Forms, MS Places, To Do, Loop, Whiteboard, Lists, Stream, ClipChamp.. . Ability to demonstrate how these tools integrate with core M365 products, such as MS Teams.. . Experience in enhancing productivity through these additional tools.. . Skill in providing user guidance and providing practical solutions for these tools.. . 7) Others:. . Excellent verbal and written communication skills.. . Full proficiency in the English language. French language proficiency is of advantage.. . The candidate must have the nationality of one of the NATO nations.. . The candidate must possess a NATO Secret Security Clearance or national equivalent that can be transferred to a NATO Secret Security Clearance.. . Company Location: Belgium.