Description
Deadline Date:
Wednesday 22 October ****
Requirement:
Academy Learning Environment UI/UX Web Designer
Location:
Oeiras PT
Full Time On-Site:
Yes
Time On-Site:
100%
Period of Performance:
BASE: 24 November 31 December ****
OPTION ****: 01 January ******** December ****
OPTION ****: 01 January ******** December ****
Required Security Clearance:
NATO SECRET
1 INTRODUCTION
The NATO Communications and Information Academy (NCI Academy) offers training on both static and deployed NATO communication and information systems (CIS). This includes Consultation Command Control Communications and Intelligence Surveillance and Reconnaissance (C4ISR) as well as cyber security and cyber defence. Moreover the NCI Academy plays an instrumental role in designing developing and rolling out new learning solutions. This is achieved through comprehensive analysis of training requirements and by leveraging cutting-edge learning technologies.
The NCI Academy also provides a range of education and training services through its Academy Learning Environment (ALE). The ALE governs and strategically coordinates the systems and infrastructure that deliver training including the Learning Management System (Moodle) the Training Management System (TMS) the Ticketing System (JIRA) the Adaptive Learning Platform the Training Landing Zone (TLZ) and the NCI Academy Catalogue. These systems support multiple delivery methods such as classroom training mobile training Virtual Instructor-Led Training (VILT) and self-paced training.
To improve usability accessibility and user satisfaction the NCI Academy is outsourcing UI/UX and web design services to ensure user-centred design consistent user interfaces and improved usability across these systems. The Contractor will work in close coordination with and report to the Academy Technical Capability (TeC) Team.
The services under this SOW shall be delivered exclusively on-site at the NCI Academy premises in Oeiras Portugal. Remote work or delivery from other locations is not permitted.
2 OBJECTIVE
The objective of this service is to ensure user-centred consistent and modern UI/UX design across the Academy Learning Environment (ALE) systems namely Moodle the Training Management System (TMS) the Ticketing System (JIRA) the Adaptive Learning Platform the Training Landing Zone (TLZ) and the NCI Academy Catalogue.
The Contractor shall support the NCI Academy by delivering the following outcomes:
User-Centred Design: Create designs based on user requirements and behaviour ensuring usability and accessibility.
UX Research and Testing: Conduct user research and usability testing to analyse and predict user behaviour providing actionable insights.
Design Standards: Develop and maintain style guides design systems and reusable patterns to ensure a consistent user experience across ALE systems.
Interface Design and Implementation: Produce user flows wireframes prototypes and mock-ups and deliver integration-ready UI outputs (HTML CSS JavaScript) so that development teams can implement directly.
Implementable Deliverables: Translate design outputs into integration-ready artefacts (e.g. HTML/CSS templates style sheets or other exportable formats) to minimise rework by development teams and enable smooth implementation in target systems such as Moodle or TMS etc.
Graphic Design: Create original graphic assets (e.g. images icons sketches and tables) to support the user experience.
UI Testing: Conduct testing of UI elements such as call-to-action buttons banners page layouts flows and links for landing pages.
Problem Resolution: Identify and troubleshoot UX-related issues (e.g. responsiveness accessibility consistency).
Continuous Improvement: Incorporate customer feedback usage metrics and usability findings into design iterations to continually improve user experience.
3 SCOPE OF WORK AND ASSOCIATED DELIVERABLES
The Contractor shall provide UI/UX services across the following Academy Learning Environment (ALE) systems:
Moodle (LMS)
Training Management System (TMS)
Ticketing System (JIRA)
Adaptive Learning Platform
Training Lading Zone (TLZ)
NCI Academy Catalogue
The development of deliverables shall be progressive and iterative prioritised according to the operational needs of the Academy and the sprint planning agreed with the Academy Technical Capability (TeC) Team. Not all systems will require work in parallel; instead activities will be directed to the systems most in need of design improvements at a given time.
All deliverables must go beyond static mock-ups and include integration-ready artefacts (e.g. HTML/CSS templates style sheets or exportable modules) that can be directly implemented or require minimal adaptation by the Academy development team.
Each sprint is planned for a duration of 1 week and main activities are as follows:
User Research Report: Documented user requirements personas and user journeys validated by TeC Team. Develop user journeys and design prototypes for ALE systems aligned with Academy priorities and user requirements. Prototypes must include sufficient technical specifications (e.g. layout guidelines style attributes) to support direct implementation.
UI/UX Design Prototypes and Standards: Produce wireframes mock-ups and interactive prototypes. Develop and maintain style guides design systems and reusable patterns to ensure consistent user experience across ALE systems.
Integration-Ready UI Components: Convert approved designs into integration-ready outputs (HTML CSS JavaScript templates or equivalent) suitable for direct implementation in ALE systems particularly Moodle and TMS. Deliverables shall minimise rework for development teams.
UI Testing and Iteration Report: Documented testing results and implemented design improvements with measurable usability gains.
Develop draft and produce Design Prototype for a TMS suitable to the Academy: Complete draft Design that meets the requirements of stakeholders within a month before testing.
3.1.1 Deliverables and Payment Milestones
**** BASE: 24 November **** to 31 December ****
Deliverable: 4 sprints (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 work.
**** OPTION: 01 January **** to 31 December ****
Deliverable: Up to 48 sprints
Cost Ceiling: Price will be determined by applying the price adjustment formula as outlined in CO****** AAS Special Provisions article 6.5.
Payment Milestones: Upon completion of each fourth sprint and at the end of the work.
**** OPTION: 01 January **** to 31 December ****
Deliverable: Up to 48 sprints
Cost Ceiling: Price will be determined by applying the price adjustment formula as outlined in CO****** AAS Special Provisions article 6.5.
Payment Milestones: Upon completion of each fourth sprint and at the end of the work.
4 EXPECTED PERFORMANCE:
The Contractors performance shall be evaluated based on the quality timeliness and usability of the delivered UI/UX artefacts. The following expectations apply:
Implementable Deliverables: All outputs (prototypes templates style guides pilots) shall be delivered in integration-ready formats (e.g. HTML/CSS templates style sheets exportable modules) suitable for direct use or minimal adaptation by the Academy development teams. Deliverables limited to visual mock-ups will not be accepted.
Compliance with Standards: Designs must comply with NATO and NCI Agency usability accessibility and branding standards as well as best practices for responsive and cross-platform design.
User Satisfaction: During prototype and pilot testing at least 90% of users (students instructors staff) shall report satisfaction with usability navigation and consistency.
Stakeholder Approval: Deliverables must be validated by the Academy Technical Capability (TeC) Team before final acceptance.
Sprint Delivery: Work shall follow an iterative sprint-based approach (one week). At least 95% of agreed sprint deliverables shall be delivered on time.
Error Rate: Pilot implementations shall achieve zero critical errors and fewer than 5% non-critical issues requiring rework.
Continuous Improvement: The Contractor shall incorporate feedback from stakeholders user testing and performance metrics into subsequent iterations.
5 COORDINATION AND REPORTING
The Contractor shall work under the direction of the Academy TeC Team Lead.
Weekly sprint planning and review meetings shall be conducted to agree on priorities monitor progress and validate deliverables.
Monthly progress reports shall summarise activities outputs and identified improvements.
Any delays risks or constraints shall be reported immediately to the TeC Team Lead.
All deliverables and reports shall be submitted in English.
6 SCHEDULE
The services will be delivered in weekly sprints planned and reviewed with the TeC Team.
Initial Period: 24 November ******* December **** (approx. 4 sprints).
Option Year 1: 01 January ******* December ****.
Option Year 2: 01 January ******* December ****.
Deliverables shall be reviewed at the end of each sprint and formally accepted via a Delivery Acceptance Sheet (DAS).
7 CONSTRAINTS
All services must be performed on-site at the NCI Academy in Oeiras Portugal. Remote work is not permitted.
Only tools and software listed on the NCI Agencys Approved Software List (A2SL) may be used.
All activities must comply with NATO and NCI Agency security and data protection policies.
Dependencies on development teams may affect schedules and must be coordinated with the TeC Team.
8 PRACTICAL ARRANGEMENTS
Training and Familiarisation: At contract start the Academy will provide initial training and familiarisation sessions to introduce the Contractor to ALE systems (Moodle TMS JIRA Adaptive Learning Platform TLZ and the Academy Catalogue) and to relevant Academy standards and workflows.
Resources Provided: The Academy will provide the necessary workstations network access and facilities required for the execution of UI/UX activities.
Tools: The Contractor shall use only tools that are included in the NCI Agencys Approved Software List (A2SL). Prototyping activities may be performed with these approved tools but all deliverables must include integration-ready outputs (e.g. HTML/CSS templates style sheets or exportable components).
Direction and Oversight: The Contractor will operate under the direction and guidance of the Head of the Academy Technical Capability (TeC) Team or their designated representative.
Collaboration: The Contractor shall work in close collaboration with the TeC Team and system owners to ensure alignment between design artefacts and technical feasibility.
Continuity: The Contractor shall ensure continuity of service during staff absences subject to prior coordination with the Academy.
9 QUALIFICATIONS
See Requirements
Requirements
9 QUALIFICATIONS
9.1 Essential Qualifications and Experience:
The Contractor shall provide personnel with the following qualifications and experience:
Security Clearance: Hold a valid security clearance issued by their National Security Authority covering the full period of the contract.
User-Centred Approach: Ability to understand and influence requirements in order to positively impact the user experience.
UI/UX Design Expertise: Proven knowledge and hands-on experience in UI/UX design for digital products and services.
Multi-Platform Design: Familiarity with UI/UX design for both web and mobile platforms.
Moodle Customisation: Proven ability to customise and tailor the Moodle interface by using appropriate programming languages (e.g. HTML CSS JavaScript) including dynamic adaptation of content and styling upon image upload.
JIRA Design and Customisation: Recent hands-on experience in designing and customizing JIRA interfaces workflows and dashboards to improve usability and user experience.
Technical Tools and Technologies: Proficiency with industry-standard design tools and technologies including:
Proficiency with Sketch InVision Visio
Proficiency with Adobe Creative Suite (Photoshop Illustrator XD)
Proficiency with HTML CSS (SCSS)
Proficiency with iOS and Android design principles
Proficiency with Design Systems and component-based design
Implementable Deliverables: Ability to deliver both design artefacts (wireframes prototypes mock-ups) and integration-ready outputs (HTML/CSS templates style sheets exportable components).
Collaboration: Strong communication skills in English (written and spoken) with the ability to work effectively in multidisciplinary teams and liaise with developers system owners and stakeholders.
Usability Testing: Experience in conducting user research and usability testing and in translating findings into design improvements.
9.2 Desirable qualifications and experience
Experience working with NATO or NCI Agency environments.
Knowledge and experience with Agile implementation methodology (e.g. sprint-based delivery).
Ability to advise on visual hierarchy and UX best practices for e-learning interfaces.
Experience with training platforms (e.g. Training Management Systems Adaptive Learning platforms).
Familiarity with cloud-based environments and integration of UI/UX artefacts in enterprise systems.
9.3 Language Proficiency
Level 3 English language skills according to NATO STANAG ****: Listening (3); Speaking (2); Reading (3); and Writing (2) or according to Common European Framework of Reference for Language level B2-C1/Upper Intermediate-Advanced level).