Request for Proposal
V3 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 a service 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 Function shall 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 activities
and 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,
1
-
-
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 and as part of the ASD-STAN standardization process at the ASD-STAN Process Manual
(GPM V6) [2] at the ASD-STAN website (http://www.asd-stan.org/standardisation-generalprocess/) 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 their tasks in common
understanding with 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 shall be provided by ASD-STAN under IT
responsibility of ASD, regarding to ASD IT regulations.
2
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]. Training will be provided to introduce the
tasks to the new managers.
Characteristics of proposed candidates:
The proposed candidates shall 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 8st January 2016 (noon) at
andreas.jain@asd-europe.org.
3
APPENDIX A
ASD-STAN Executive Manager Function Task Description
(for details & full list: see GPM V6)
1. Process NWP to the Publication of prEN (up to 50 %)
1.1. 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
2. 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
4
-
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
3. 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
o Improvement
o 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
o Activities report (3 documents)
o Ongoing Ballots
o Control Panel
o Template for Transforming
o Meeting
o Domain Structure + contact
Manage the declassification
Manage the 5 years review
Manage STD
o Improvement
o Modification
Livelink
o Improvement
o Modification
Metric for indicators
Liaison with ASD-CERT, CEN
4. 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
5