FW: 2022 Random Brokerage Manpower and Resources (M&R) Plan

ORIGINAL: ENGLISH NATO UNCLASSIFIED NSPA(2020)RB-UC/8 RANDOM BROKERAGE MANPOWER AND RESOURCE REQUIREMENT FOR 2022 1. INTRODUCTION NSPA, through the Random Brokerage Services (RBS), provides brokerage support to all NSPO Nations or eligible Partnership for Peace nations. The support portfolio of Random Brokerage is comprised of solutions for supply, services or projects, not falling within the competences of existing Partnerships, Support Conferences or functional support centers within the NSPA Programme Offices. Further description on the Brokerage Support may be found in the NSPO Programme Directive 3999, “Random Brokerage”. The purpose of this document is to: i) provide the estimation of NSPA direct administrative resources, required to deliver the brokerage business expected by the Random Brokerage Users for FY2022 and ii) provide a projection of resource requirements for FY2023. The resource forecast and projections are estimated based upon: i) the resources needed for the business carried-forward from 2021, in accordance with the projects delivery timelines, ii) the workload forecast and the new business leads from User nations, iii) NSPA’s experts- opinion, stemming from past experience and growth expected. The approval of this document from the Random Brokerage Users ratifies the resource forecasts observed herein, for the preparation of the FY2022 Administrative Budget Forecast and the FY2022 Organization and Personnel Establishment (O&PE). 2. RESOURCE REQUIREMENTS ESTIMATION FY2022 The estimate for resource requirements for the FY2022, in direct support of the Random Brokerage Services, Supplies and Projects is 27.61 man-years (m-y), comprised of 18.10 m-y for RBS32 (Projects) and 9.51 m-y for RBS24 (Services and Supplies) The following sections provide details by type of activity. 2.1. Business Support 2.1.1. Management Oversight, Programme Control and Administrative Support The Random Brokerage Services business requires an organizational establishment to support its governance, strategy and management control. This organizational establishment is comprised by enabling Programme functions, suitable to provide strategic direction, management oversight, internal control and governance alignment to the Random Brokerage Services, in order to meet the business objectives of the PD 3999. Through the established organizational process assets, the actions to maintain and retain those assets, the capability and maturity development, the internal controls, the random requirements of RBS Users are continuously delivered, in compliance with the applicable organizational and legal frameworks. For FY2022, the effort associated to Management Oversight and Programme Control activities is forecasted at 2.40 m-y, comprised of 1.60 m-y for RBS32 and 0.80 m-y for RBS24. 1 NATO UNCLASSIFIED ORIGINAL: ENGLISH NATO UNCLASSIFIED NSPA(2020)RB-UC/8 More specifically, the following continuing activities are covered under Management Oversight and Programme Control: - Liaise with the Agency Supervisory Board; - Maintain and retain Agreements and the Programme Directive; - Manage the administrative resources planning and execution cycle; - Manage relevant activities at the Programme Level (General and Cooperative Services Programme); - Prepare, organize and participate in meetings; - Support Quality and CIS management requirements of projects; - Direct and supervise project portfolio; - Assign and re-allocate resources in portfolios; - Supervise workload balancing. NSPA requires certain activities of secretarial and administrative support to ensure that processing of requirements under Random Brokerage can be performed adequately, with the required administrative support and accuracy. More specifically, the following continuing tasks are delivered: - Organization and provision of secretarial support for Reconciliation Meetings (individually or common) and Users Group Meetings, including activities before, during and after the meetings; - Documents maintenance and retention system; - Correspondence management; - Support to program offices. An increase in management effort, specifically from 2019 to 2020, is contributed to i) a revised calculation method for the program management based on headcounts per project and in line with the agency’s calculation model and ii) realization of the PMCO, which is now in line with the agency calculation model. 2.2. Technical Support NSPA has established multi-domain capabilities in a variety of defense and military knowledge areas, in order to fulfill brokerage support functions and to respond timely to the requirements of Defense and Military Forces. The brokerage competence is enacted through: i) response to brokerage support requirements from eligible Random Brokerage Users, ii) delivery of brokerage competence, if, when and where needed, iii) monitoring and administration of brokerage contractual execution and iv) identification, proposition and enactment of military capabilities, meeting the End-Users’ needs and expectations. In 2022, the effort associated to Brokerage Support activities is forecasted at 13.70 m-y, comprised of 10.20 m-y for RBS32 (Projects) and 3.50 m-y for RBS24 (Simple Supply and Services). Indicative tasks executed for providing Brokerage Support to nations are: - Project Management; - Assessment of customer requirements and shaping of Customer expectations; - Drafting of Statement of Works (SOWs); - Requests for Limitation in Competition; - Technical Evaluation of Bids; - Monitoring Contractors’ technical and quality performance; - Conducting technical reviews, events and compliance assessment; - Investigating and resolving Discrepancy Reports (DRs); - Conducting Management Reviews and Meetings; - Reviewing and assessing technical reports and studies; - Preparing technical instructions, procedures and concepts; 2 NATO UNCLASSIFIED ORIGINAL: ENGLISH NATO UNCLASSIFIED NSPA(2020)RB-UC/8 - Preparing and coordinating technical changes in contracts; - Conducting pre-award surveys. The key knowledge areas and disciplines for delivering Brokerage Support, together with new knowledge areas for capability development, are presented in the following paragraphs. The knowledge areas are structured based upon the established projects portfolio, the military business trends and the industry growth patterns, as reflected in NATO’s vision and industry future trends. 2.2.1. Engineering Support Capability Engineering Support Services consolidate a variety of well-established business and knowledge areas. At present, equipment in support of the “Soldier System”, such as mobility, survivability, sustainability equipment, weapons and protective clothing, are included under this capability. The business area constitutes more than 90% of the RBS Projects turnover, with significant growth p.a., increasingly complex requirements and therefore, justifies the future development of vertical capabilities and Centers of Excellence. Due to the steady nations’ demand in the area of NATO Supply Classes 83 and 84 over the past few years, RBS32 (Projects) established, developed and reached a maturity level in the protective clothing and textiles knowledge area, which falls under the Soldier Equipment capabilities. The established expertise will warrant a competent support to complex Random Brokerage Users’ requirements and will enable the delivery of contemporary, state-of-the-art clothing solutions, enhancing the sustainability and performance of future military forces. These activities and the effort to maintain the multitude of engineering expertise, if and when needed, are a clear benefit to be realized by all potential Random Brokerage Users. Upon receiving particular requirements from the RBS Users, dedicated resources are assigned to fulfil those requirements, up to the level defined by each requirement parameters. 2.2.2. Emerging Capabilities Support Emerging capabilities are capabilities that relate with increasing requirements received from Random Brokerage Users, while projects falling in these knowledge areas have an aggregate portfolio not exceeding 10% of the overall projects portfolio value. 2.2.2.1. CBRN and Human Factors Support Services NSPA has experienced requirements for CBRN-related materials and services. To provide adequate technical support to those requirements, NSPA established a CBRN capability, which reviews/consults nations and enables the realization of such requirements. It is expected that requirements for CBRN capabilities will further grow, especially in the area of equipment suitable to sanitize or disinfect against CBRN contaminations. These activities and the effort to maintain the multitude of CBRN expertise, if and when needed, are a clear benefit to be realized by all potential Random Brokerage Users. Upon receiving particular CBRN requirements from the RBS Users, dedicated recourses are assigned to fulfil those requirements, up to the level defined by each requirement parameters. 2.2.2.2. Environmental Protection and Energy Efficiency (EPEE) Support Services NSPA has established extensive capabilities to support and comply with the emerging area of environmental protection and energy efficiency in NATO. Environmental aspects and 3 NATO UNCLASSIFIED ORIGINAL: ENGLISH NATO UNCLASSIFIED NSPA(2020)RB-UC/8 “Green Defense” philosophy are drivers to apply environmental friendly technics in the defense sector. The technical and engineering expertise in the field of EPEE allows NSPA to respond adequately to requirements from Random Brokerage users and provides a permanent monitoring and development of suitable solutions focused towards environmental protection and compliance with international standards. While the sector of resources and energy security is maintained as potential future business opportunity, a strong increase in demands for environmental protection has materialized over the past years. Following the assessment of available and expected projects, NSPA concluded that national and international requirements in this specific area might continue to grow to the extent where additional resources will be required to comply with the anticipated demands. The following additional activities are examples of environmental services which are carried out by NSPA in support of the Random Brokerage activities: - Providing scientific and engineering expertise in the field of EPEE - Conducting feasibility studies, undertaking technical investigations and research required for the preparation of reports and analyses in support of existing or proposed projects - Oversight and monitor all LB service and supply contracts from the environmental regulatory aspect, - Preparing technical instructions, operating procedures and concepts, - Provide advice on legal requirements, - Provide support on technological solutions, - Perform environmental risk assessment for the projects, - Provide advice on ISO14001 certification and auditing requirements. These activities and the effort to maintain the EPEE expertise at NSPA to provide the adequate support when needed to the Random Brokerage users benefit all potential users. 2.3. Additionally, NSPA will respond to individual requirements from nations exceeding a common volume or routine requirements with individual support effort, which will be communicated and coordinated with the respective user at the time of the requirement. Material Management Support The Material Management Center (MMC) is a centralized organization within the program and supports all program entities with tasks related to logistics operations management, procurement activities and management of operational budgets. In this function, the MMC consolidates subject matter experts in the disciplines of Logistics, Procurement and Finance. The activities of the Material Management Support correspond and follow those of the technical disciplines and conclude the requirements processing chain with customer billing and final invoicing. As a consequence, efforts for Material Management Support are still applicable for requirements which have already been delivered to the customer. In 2022, the effort associated to Material Management Support activities is forecasted at 11.51 m-y, comprised of 6.30 m-y for RBS32 and 5.21 m-y for RBS24. More specifically, the following tasks are examples of activities covered by the Material Management Support: - Spares procurement - Establishment and management of common/central stocks - Depot Level Maintenance (DLM) operations under NSPA contracts - Contracting for outsourced technical services - Transportation 4 NATO UNCLASSIFIED ORIGINAL: ENGLISH NATO UNCLASSIFIED NSPA(2020)RB-UC/8 - Reviewing and coordinating on Statements of Work (SOW) - Establishment and management of a contractual framework - Planning and execution of operational budgets - Preparation and participation in customer meetings - Processing vendor invoicing and customer billing - Logistics aspects of requirements - Initiation, processing and progress monitoring of requirements through the NSPA Logistics System - Reporting and Performing - Supporting annual workload forecasts - Evaluating maintenance and supply management data and analyzing the flow of repair and supply activities through the logistics system - Analyzing contractor compliance with contractual terms and conditions - Monitoring and analyzing reported financial information - Balancing and monitoring workload input - Processing Discrepancy Reports (DRs) through the logistics system These activities and the effort to maintain the Material Management expertise at NSPA to provide the adequate support when needed to the Random Brokerage users benefit all potential users. Additionally, NSPA will respond to individual requirements from nations exceeding a common volume or routine requirements with individual support effort, which will be communicated and coordinated with the respective user at the time of the requirement. 3. RESOURCE REQUIREMENT PROJECTION 2023 It is anticipated that the support for Random Brokerage requirements will maintain in 2023 the same intensity as estimated for 2022. Therefore, the estimated 2022 resources will also be taken as projection for 2023. Having said the above, an assessment of requirements forecast will be performed in 2022, based upon which an estimation for 2023 will be developed in due time. The below table provides a summary of forecasted the projected resource requirement 2020 2021 2022 2023 Total RBS Estimation Estimation Estimation Projection Scope of Support m/y m/y m/y m/y Management, Supervision, 2.45 2.40 2.40 2.40 Administration Technical Support 14.79 14.88 13.70 13.70 Mat. Management Support 11.05 11.51 11.51 11.51 Total 28.29 28.79 27.61 27.61 2020 2021 2022 2023 Scope of Support Estimation Estimation Estimation Projection RBS32 (Projects) m/y m/y m/y2) m/y Management, Supervision, 1.65 1.60 1.60 1.60 Administration Technical Support 11.23 11.35 10.20 10.20 Mat. Management Support 6.20 6.30 6.30 6.30 Total 19.081) 19.281) 18.10 18.10 5 NATO UNCLASSIFIED ORIGINAL: ENGLISH NATO UNCLASSIFIED NSPA(2020)RB-UC/8 Scope of Support 2020 2021 2022 2023 RBS24 (Supply and Estimation Estimation Estimation Projection Services) m/ m/y2) m/y m/y Management, Supervision, 0.80 0.80 0.80 0.80 Administration Technical Support 3.56 3.50 3.50 3.50 Mat. Management Support 4.85 5.21 5.21 5.21 Total 9.211) 9.511) 9.51 9.51 1) : As per AC/338-WP(2020)0017, dated 4 Sep. 2020 4. COST APPORTIONING For services rendered under Random Brokerage for basic supply and service requirements, a surcharge related to the value of the supply requisition will be levied i.a.w. PD 3999. Additional support services that may be required, such as dedicated travel or consultancy efforts to support surveys, contract preparation, contractor performance assessment, etc., will be agreed by the customer before the specific support services are provided and billed to the customer at cost. Any supply or service requirement that does not fall within the cost recovery scheme mentioned above, will need to be managed as a project and covered though a sales agreement which in turn will define the method of cost recovery. Approved for release: Digitally signed by John John BOSMANS BOSMANS Date: 2020.12.06 21:04:41 +01'00' J. BOSMANNS 6 NATO UNCLASSIFIED