2025-0322 SATCOM Engineering Support Services (NS) WED 22 Oct UPDATED EXTENDED

Deadline Date: Wednesday 22 October (was Monday 20 October 2025)

Requirement: SATCOM Engineering Support Services

Location: Atalanti GR

Full Time On-Site: Yes

Time On-Site: 100%

Period of Performance: 2025 Base: As soon as possible but not later than 02 November 2025 (tentative) 31 December 2025 with the possibility to exercise following options:

2026 Option: 01 January 2026 31 December 2026

2027 Option: 01 January 2027 31 December 2027

2028 Option: 01 January 2028 31 December 2028

Required Security Clearance: NATO SECRET (was NATO COSMIC TOP SECRET)

1 PROJECT SPECIFICS

1.1 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 decision-makers and Commands. It operates on the frontlines against cyber-attacks 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 pursuit of our mission we require specialized advisory services to enhance our interim workforce capacity.

1.2 Introduction

NCIA seeks for delivery in Local SATCOM Static Ground Station Engineering Support Services for the SATCOM Station in Atalanti (Greece). The Contractor shall provide on-site engineering services to support both day-to-day operations of the station infrastructure and the main Site Engineer in planning lifecycle management upgrades obsolescence mitigation documentation and compliance. These services will be delivered at the SATCOM Station in Atalanti Greece with services provided on-site in a secure operational environment.

1.2.1 Problem Statement

Current State: The engineering complexity of ground station infrastructure is large and multi-disciplinary. Without local engineering support at each station NATO faces operational risks: increased downtime delayed maintenance or upgrades inadequate environmental control certifications non-compliance safety hazards and inability to respond swiftly to emergent technical issues or infrastructure failures.

Impact: A lack of technical continuity may result in configuration drift missed updates or audit non-compliance ultimately affecting mission-critical service availability and NATO cyber defence posture.

End State: For each station a dedicated local engineering support service that ensures all SATCOM and station infrastructure (antenna systems RF signal chain environmental systems power civil/structural safety etc.) are maintained upgraded documented and ready to meet operational and technical readiness requirements aligned with NATO standards and local host nation regulation.

2 DESCRIPTION OF DELIVERABLES (KEY RESPONSIBILITIES.)

The Contractor shall deliver Local SATCOM Static Ground Station Engineering Support Services including but not limited to:

Antenna and RF Signal-Chain Engineering

• Maintaining antenna pointing tracking alignment calibration of mechanical and control systems.
• Overseeing RF front-end/back-end maintenance: modems up/down-converters LNA/TWTA/SSPA filters waveguides and associated hardware.
• Supporting link budget verification signal quality monitoring noise figure control interference mitigation.
• Assisting with weather environmental and surface reflections effects impacting signal path (radome maintenance protective surfaces).

Structural Anchoring & Civil/Mechanical Systems

• Inspecting and maintain antenna foundations pedestals radome structural integrity anchoring systems.
• Supporting civil/structural works associated with site including radomes support towers site drainage buildings shelters.
• Overseeing mechanical equipment: radome motors/hydraulic or pneumatic systems radome seals EMP doors.

Power Environmental & Facility Systems

• Managing prime power (diesel generators fuel systems) backup power UPS battery systems.
• Maintaining HVAC air handling climate control dehumidification ventilation fire suppression systems.
• Monitoring environmental conditions inside RF shelters/rooms (temperature humidity) critical to RF performance.

Safety Compliance & Regulatory

• Ensureing site compliance with host nation electrical codes HSE standards safety policies (electrical fire hazardous substances).
• Maintaining grounding lightning protection earthing bonding per standards.
• Supporting audits certifications inspections and ensure documentation is up to date.

Lifecycle Obsolescence & Upgrade Support

• Tracking equipment lifecycles and obsolescence risk (spare parts availability vendor support).
• Assisting in preparing upgrade / replacement plans for aging or failing components.
• Supporting integration of new equipment or enhancements (e.g. filter upgrades RF path improvements mechanical improvements).

Operational Support & Incident Response

• Providing fault diagnosis and corrective maintenance for station infrastructure and RF/SATCOM systems.
• Supporting 24/7 or emergency response as required (depending on severity).
• Liaising with operations remote support or central engineering for resolving issues beyond local scope.

Documentation Reporting & Interface

• Maintaining configuration control: keep technical baselines drawings as-built documentation up to date.
• Maintaining local logbooks ITSM/Ticketing system entries TT-Comms (or equivalent).
• Producing monthly engineering support reports with activities faults corrective and preventive maintenance recommendations risk assessments.
• Supporting the Principal Engineer with technical justifications decision support acceptance of delivered works and briefing material.

3 DELIVERABLES

The contractor shall produce the following deliverables:

1. Monthly Engineering Support Report summarizing all local engineering activities: preventive & corrective maintenance incidents current risks recommendations.

2. Fault / Incident Log detailed records of failures/outages root cause analysis time to recover and lessons learned.

3. Preventive Maintenance Records schedule vs actual status of all planned maintenance for RF antenna power HVAC civil/structural systems.

4. Compliance & Inspection Reports evidence of electrical safety civil / structural inspections; grounding fire suppression radome integrity etc.

5. Upgrade / Obsolescence Assessment Reports periodically (e.g. quarterly/half-yearly) update lists of equipment/components at risk with suggested mitigation/replacement.

6. Configuration & Documentation Package updated drawings technical baselines as-built documentation both for SATCOM & infrastructure.

7. Emergency/Incident Response Report when severe faults occur an ad-hoc report beyond the monthly log covering response resolution remediation

4 SERVICE KPIs AND PENALTIES

The penalties defined below will apply to the payment amount based on the performance results measured through Annex B - Monthly Service Performance Report Acceptance

Objective KPI01: Station SATCOM RF Availability

Standard: % of Availability

Performance Threshold: 99.9% of the measured period

Penalty (if under performance threshold): 1%

Method of Report: Monthly Report

Objective KPI02: Power System Availability (prime & backup)

Standard: % of Availability

Performance Threshold: 99.9% of the measured period

Penalty (if under performance threshold): 1%

Method of Report: Monthly Report

Objective KPI03: Preventive Maintenance Schedule Compliance

Standard: % of Completion

Performance Threshold: 100% of the scheduled tasks

Penalty (if under performance threshold): 1%

Method of Report: Monthly Report

Objective KPI04: Structural & Radome Integrity

Standard: % of Completion

Performance Threshold: 99.9% of the measured period

Penalty (if under performance threshold): 1%

Method of Report: Monthly Report

Objective KPI05: Incident Response Time

Standard: % of Completion

Performance Threshold: 99.9% of the measured period

Penalty (if under performance threshold): 1%

Method of Report: Monthly Report

5 PAYMENT MILESTONES

1. The payment shall be dependent upon successful acceptance of the Monthly Service Performance Report Acceptance (Annex B) signed by the SATCOM Operations Manager.

2. Invoices shall be accompanied by the Monthly Service Performance Report (Annex B) signed by the SATCOM Operations Manager.

3. 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.

Payments will be made according to the following schedule:

2025 BASE performance 02nd of November 2025 (tentative) to 31 December 2025:

Associated Deliverables: Provision of SATCOM System Management Services

Completion Deadlines: 30 Nov 2025 31 Dec 2025

Monthly Payment Amount: 1/2 total cost for 2025 per month of ceiling price. The deadlines split is calculated considering a starting date 2 November 2025. This will be adjusted based on actual starting date.

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

OPTIONS: 01 JANUARY TO 31 DECEMBER 2026/2027/2028

Associated Deliverables: Provision of SATCOM System Management Services

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

Monthly Payment Amount: 1/12 total cost for calendar year

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.

6 PRACTICAL ARRANGEMENTS
Place of Performance: Work will be conducted primarily on-site in Atalanti (Greece) in designated as Class I and II Security Area.

Travel Requirement: Travel may be required to other Purchasers locations on exceptional basis. 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.

Hours of Operation: The Contractor is expected to follow the Purchasers working hoursMonday to Thursday from 08h30 until 17h30 and Friday from 08h30 until 15h30.

Reporting: The Contractor shall produce Monthly Service Performance Report completion reports (format: e-mail update) which include details of activities performed.

Safety and Compliance and other arrangements:

Follow all safety protocols to prevent accidents and injuries.

Ensure compliance with agency industry standards and regulations.

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 execution of the work.

The Contractor shall bring immediately to the attention of the Purchaser Point of Contact on-site any issues preventing the execution of the work.

SERVICE DELIVERY REQUIREMENTS

See Requirements

SERVICE DELIVERY REQUIREMENTS

One resource is required to deliver the services under this SOW with the below requirements:

The Contractor shall fulfil the following requirements:

• Security Clearance: The Contractor shall possess valid NATO SECRET Personal Security Clearances for the duration of the Contract performance.
• Language Proficiency: English: C1 Local assignment language fluency (desirable).

Qualifications:

• Education: University Degree in Telecommunications Electronics or a related field with at least two years of post-related experience; or Higher Vocational Training with a minimum of five years of post-related experience.
• SATCOM Expertise: Minimum of three years of practical experience in SATCOM systems including UHF SHF HF and EHF systems.
• Technical Expertise: Familiarity with modern military communication networks including interfaces protocols and experience with SATCOM Operations.
• Customer Service and Incident Management: Experience in service management (incident problem management etc.) and a customer-focused approach in a control centre environment.
• NATO Environment: Prior experience working in a NATO or multinational military setting with a solid understanding of NATO operational standards and protocols.