2025-0068 Provision of SATCOM Technical Support Svcs NS - WED 7 May RELAUNCH

Deadline Date: Wednesday 7 May 2025

Requirement: Provision of SATCOM Technical Support Services

Location: Lughezzano IT

Full Time OnSite: Yes

Time OnSite: 100

Period of Performance: 2025 Base: As soon as possible but not later than 01 July 2025 31 December 2025

2026 Option: 01st January 2026 31 December 2026

2027 Option: 01st January 2027 31 December 2027

2028 Option: 01st January 2028 31 December 2028

Required Security Clearance: NATO SECRET

PROJECT SPECIFICS

Background

The NCI Agency has been established with a view to meeting the collective requirements of some or all NATO nations in the fields of capability delivery and service provision related to Consultation Command & Control as well as Communications Information and Cyber Defence functions thereby also facilitating the integration of Intelligence Surveillance Reconnaissance Target Acquisition functions and their associated information exchange

The NATO Communications and Information Agency (NCI Agency) is dedicated to acquiring deploying and defending communication systems for NATOs political decisionmakers and Commands. It operates on the frontlines against cyberattacks collaborating closely with governments and industry to prevent future debilitating attacks. The NCI Agency plays a crucial role in maintaining NATOs technological edge and ensuring the collective defence and crisis management capabilities of the Alliance. In pursuit of our mission we require specialized advisory services to enhance our interim workforce capacity.

NIMSC SATCOM Business Unit provides NATO and its Partners with scalable protected secure reliable and integrated SATCOM Services with focus on NATO Operations Crisis Response Missions Exercises and Business Continuity. NIMSC SATCOM has LifeCycle responsibility for SATCOM Capabilities and Services. NIMSC SATCOM offers Capabilities and Services that are designed integrated and tested to operate based on Satellite Communication Technologies accessible from any location on the Globe. NIMSC SATCOM operates the NATO Satellite Communication (SATCOM) Ground Stations in Kester (BEL) Lughezzano (ITA) Atalanti (GRC) Izmir (TUR) Eggemoen (NOR) and Costa Da Caparica (PRT).

Problem Statement

Current State: Our satellite ground stations are experiencing technical challenges due to workforce gap that requires immediate and specialized support.

Impact: These issues could cause significant disruptions to our satellite communications operations impacting overall mission effectiveness.

End State: By addressing these challenges we aim to achieve stable and efficient satellite ground station operations with minimal downtime.

Vision and Expected Outcomes

The goal is increase SATCOM support services by seeking support from SATCOM technicians in order to ensure continuous and effective support for our satellite ground stations. The desired outcomes include

1. Enhanced reliability and performance of satellite communication systems

2. Timely resolution of technical issues to minimize operational disruptions.

3. Improved overall efficiency and effectiveness of ground station operations.

DESCRIPTION OF DELIVERABLES (KEY RESPONSIBILITIES.

We are seeking support for our Satellite Communication Support team. The Service Provider will be responsible for the installation maintenance and repair of satellite communication systems. The service provider shall offer support services including the following activities: with excellent technical skills problemsolving abilities and a commitment to providing toplevel customer service

Installation and Setup:

The complete Installation and the configure configuration of all elements of a satellite communication system.

Baseband elements: SATCOM modems routers switches media converters matrix switches line amplifiers and other active and passive elements.

Low and high power RF elements: UP/Down Converters Intermediate and high power amplifiers LNAs RF over Fiber converters and other active and passive RF elements.

Antenna elements: Motor DC/AC power/servo drives gearbox Antenna control system elements Dehydrator.

Monitor and Control system: workstations servers gateways Digital signal processors network elements and analogue/digital interface elements.

Software: Windows Linux Network IOS proprietary system monitor and control application software software system configurations.

The Updates/changes of hardware and software configuration:

On all satellite station elements as required or ordered / requested.

Satellite link setup network baseband and RF configuration.

Software / configuration update and patches on all systems as required.

The installation of Power/data cable and fibre optic cable maintaining labelling and updating asbuilt documents.

To support the local Power technician in install and setup:

Power generation and distribution systems.

Heating and cooling systems.

Ancillary systems. (Fuel water supply domestic and fire protection.

Maintenance and Repair:

Conduct regular maintenance inspections of all active/passive SATCOM Power HVAC security and ancillary elements/systems following the guidelines and instructions of the specific system preventive maintenance procedure to ensure the systems are functioning correctly.

Frequency: Daily weekly monthly 3 monthly 6 monthly and yearly inspections.

Conduct regular preventive maintenance tasks:

Cleaning of all active and passive elements/systems SATCOM Power HVAC security ancillary and system room/locations following the guidelines and instructions of the specific system preventive maintenance procedure.

Greasing of mechanical parts following the guidelines and instructions of the specific system preventive maintenance procedure.

Measure and adjust where required of active/passive electronic elements/systems following the guidelines and instructions in the specific system preventive maintenance procedure.

Assist power technician in preventive maintenance tasks as required.

Frequency: Daily weekly monthly 3 monthly 6 monthly and yearly preventive maintenance tasks.

Diagnose and repair any issues with SATCOM Power HVAC security and ancillary system following the guidelines and instructions of the specific system corrective maintenance procedure.

Replace faulty components and update software of SATCOM Power HVAC security ancillary system following the guidelines and instructions of the specific system corrective maintenance procedure.

Service Delivery Support

Stakeholder Management: Communicate with team members and customers to understand their needs and provide updates and solutions.

Service Support: Provide technical support and troubleshooting assistance for local and remote users/customers.

Configuration management: Maintain accurate records of services provided and customer interactions in TTComms ITSM and Logbook.

Support Model: The service needs to be delivered under the lead by the site Station Commander and integrated with the current onsite support team on a 24/7 basis.

Others

The contractor will participate in the daily reporting and planning activities (daily standups) as well as the required participation in workshops events and conferences related to the supported services as requested by the service delivery manager.

SERVICE KPIs AND DELIVERABLES

Objective KPI01: Maintain accurate records of services provided

Standard: 100 accuracy in records

Performance Threshold: 98 accuracy in records

Penalty (if under performance threshold): 1

Method of Report: Regular audits record reviews

Objective KPI02: Conduct regular maintenance inspections

Standard: 100 of inspections completed as per schedule

Performance Threshold: 95 of inspections completed on time

Penalty (if under performance threshold): 1

Method of Report: Maintenance logs inspection reports

Objective KPI03: Perform preventive maintenance tasks

Standard: 100 of tasks completed as per schedule

Performance Threshold: 98 of tasks completed without issues

Penalty (if under performance threshold): 1

Method of Report: Maintenance logs task checklists

Objective KPI04: Diagnose and repair issues promptly

Standard: 100 of issues diagnosed and repaired within 48 working hours

Performance Threshold: 95 of issues resolved within 48 working hours

Penalty (if under performance threshold): 1

Method of Report: Incident reports repair logs

Objective KPI05: Install and configure all elements of a satellite communication system

Standard: 100 of elements installed and configured correctly

Performance Threshold: 95 of elements installed and configured correctly on the first attempt

Penalty (if under performance threshold): 1

Method of Report: Regular audits and inspections checklists and system tests

Objective KPI06: Perform hardware and software configuration updates/changes

Standard: 100 of updates/changes completed as required

Performance Threshold: 98 of updates/changes completed without errors

Penalty (if under performance threshold): 1

Method of Report: Change management logs system performance monitoring

Objective KPI07: Install and maintain power/data and fibre optic cables

Standard: 100 of cables installed and maintained as per standards

Performance Threshold: 97 of cables installed and maintained without issues

Penalty (if under performance threshold): 1

Method of Report: Visual inspections cable testing and documentation reviews

PAYMENT MILESTONES

The payment shall be dependent upon successful acceptance of the Monthly Service Performance Report (Annex B) listing the KPI completion and penalties if applicable signed by the Station Commander or authorized point of contact and the Contractor.

Invoices shall be accompanied by the Monthly Service Performance Report (Annex B) signed by the Station Commander or authorized point of contact and the Contractor.

Payment schedule will be according to payment milestones upon completion. Upon completion and validation of each milestones and at the end of the monthly milestone following the acceptance of the Monthly Service Performance Report (Annex B).

Payments will be made according to the following schedule:

BASE 2025 performance 01 July 2025 to 31 December 2025:

Associated Deliverables: Provision of support services to SATCOM technical As per section 2

Monthly Associated Deliverables: As per section 2

Completion Deadlines: 31 Jul 2025 31 Aug 2025 30 Sep 2025 31 Oct 2025 30 Nov 2025 31 Dec 2025

Monthly Payment Amount: 1/6 total cost for 2025 per month of ceiling price. The deadlines split is calculated considering a starting date 01 July 2025. This will be adjusted based on actual starting date

Monthly Payment Document: Completion of milestone shall be accompanied documented Monthly Service Performance Report Acceptance (Annex B) signed by the Station Commander or authorized point of contact and the Contractor. This document will accompany the invoice.

2026 OPTION: 01 JANUARY 2026 TO 31 DECEMBER 2026

Monthly Associated Deliverables: As per section 2

Completion Deadlines: 31 Jan 2026 28 Feb 2026 31 Mar 2026 30 Apr 2026 31 May 2026 30 Jun 2026 31 Jul 2026 31 Aug 2026 30 Sep 2026 31 Oct 2026 30 Nov 2026 31 Dec 2026

Monthly Payment Amount: 1/12 total cost for 2026 per month of ceiling price

Monthly Payment Document: Completion of milestone shall be accompanied documented Monthly Service Performance Report Acceptance (Annex B) signed by the Station Commander or authorized point of contact and the Contractor. This document will accompany the invoice.

2027 OPTION: 01 JANUARY 2027 TO 31 DECEMBER 2027

Monthly Associated Deliverables: As per section 2

Completion Deadlines: 31 Jan 2027 28 Feb 2027 31 Mar 2027 30 Apr 2027 31 May 2027 30 Jun 2027 31 Jul 2027 31 Aug 2027 30 Sep 2027 31 Oct 2027 30 Nov 2027 31 Dec 2027

Monthly Payment Amount: 1/12 total cost for 2027 per month of ceiling price

Monthly Payment Document: Completion of milestone shall be accompanied documented Monthly Service Performance Report Acceptance (Annex B) signed by the Station Commander or authorized point of contact and the Contractor. This document will accompany the invoice.

2028 OPTION: 01 JANUARY 2028 TO 31 DECEMBER 2028

Monthly Associated Deliverables: As per section 2

Completion Deadlines: 31 Jan 2028 28 Feb 2028 31 Mar 2028 30 Apr 2028 31 May 2028 30 Jun 2028 31 Jul 2028 31 Aug 2028 30 Sep 2028 31 Oct 2028 30 Nov 2028 31 Dec 2028

Monthly Payment Amount: 1/12 total cost for 2028 per month of ceiling price

Monthly Payment Document: Completion of milestone shall be accompanied documented Monthly Service Performance Report Acceptance (Annex B) signed by the Station Commander or authorized point of contact and the Contractor. This document will accompany the invoice.

PRATICAL ARRAGEMENT

Place of Performance: The contractor will provide the service at the NCI Agency in Lughezzano (Italy) in designated as Class II Security Area.

Travel Requirement: Travel may be required to other Purchasers locations on exceptional basis. Travel costs are out of scope and will be borne by the NCI Agency separately in accordance to the provisions of the AAS Framework Contract and NCIA Travel Directive

Hours of Operation: The Contractor is expected to provide services during Purchasers working hours Monday to Thursday from 08h30 until 17h30 and Friday from 08h30 until 15h30. Additionally there might be a need that during the month services to be provided on a rotating shift schedule which can include weekdays weekends and national holidays. These shifts are typically 24 hours in duration followed by a subsequent 5day off period (max. 5 shifts per month).

Safety and Compliance and other arrangement:

Follow all safety protocols to prevent accidents and injuries.

Ensure compliance with agency industry standards and regulations.

Keep uptodate with the latest advancements in SATCOM and networking communication technology used on site.

The Contractor shall manage and be responsible for all activities mentioned in the Section 2.

The Supplier shall strive to lower the rotation of Contractors personnel and maintain the same staff Contractor working under this SoW.

The Purchaser will support the Contractor with access to the IT systems as required.

The Contractor shall install and operate the equipment following the manufacturers requirements.

The Contractor shall minimize the impact to the service during the of the work.

The Contractor shall bring immediately to the attention of the Purchaser Point of Contact onsite any issues preventing the of the work.

The Contractor will report to and receive guidance from The Station Commander Station Engineer Lead and Service SATCOM Operations Lead.

The Contractor shall follow local procedures to obtain physical unescorted access to the SATCOM Sites and logical access to the networks in scope

SERVICE DELIVERY REQUIREMENTS

See Requirements

SERVICE DELIVERY REQUIREMENTS

The Contractors personnel should fulfil the following requirements:

• Ability to work on 24 hr shifts
• Security Clearance: The Contractor shall possess valid NATOSECRET Personal Security Clearances for the duration of the Contract performance
• Language Proficiency: English: C1 (mandatory) Local assignment language fluency (nice to have)

Past Performance and Qualifications:

• High school diploma or a degree in electronics or a related network/ communication field experience of 10 years is required.
• At least 5 year of experience as a satellite technician or in a similar role.
• Good knowledge of electronic and RF measurement instruments proficiency with hand and power tools.
• Excellent customer service and communication skills.
• Valid drivers license and reliable transportation.
• Preferred Certification CompTIA A or Network certification