Description
Deadline Date:
Friday 2 May 2025
Requirement:
Provision of SATCOM Technical Support Services
Location:
Lughezzano, IT
Full Time On-Site:
Yes
Time On-Site: 100%Not to Exceed: 2025 Base Period: 52,340.00 EUR2026 Option: 91,300.00 EUR2027 Option: 93,910.00 EUR2028 Option: 96,520.00 EURPeriod of Performance: 2025 Base: As soon as possible but not later than 9th June 2025 – 31 December 20252026 Option: 01st January 2026 – 31 December 20262027 Option: 01st January 2027 – 31 December 20272028 Option: 01st January 2028 – 31 December 2028
Required Security Clearance:
NATO SECRET
PROJECT SPECIFICS
BackgroundThe NATO Communications and Information Agency (NCI Agency) is dedicated to acquiring, deploying, and defending communication systems for NATO’s 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 NATO’s 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 Life-Cycle 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).ObjectiveThe main objective of this Statement of Work (SOW) is to provide SATCOM support services to keep satellites anchor stations systems fully functional and operational.Problem StatementCurrent 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 OutcomesThe goal is to hire a service provider for SATCOM support services, which provide a support technicians to ensure continuous and effective support for our satellite ground stations.
The desired outcomes include:1. - Enhanced reliability and performance of satellite communication systems2. - 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 for a Service Provider to support our Satellite Communication Support team.The Service Provider will be responsible for the installation, maintenance, and repair of satellite communication systems at the SGT or SGS site. The service provider shall offer services with excellent technical skills, problem-solving abilities, and a commitment to providing top-level customer serviceInstallation 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, LNA's, 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 as-built 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. Daily, weekly, monthly, 3 monthly, 6 monthly and yearly inspections.Conduct regular preventive maintenance tasks:Daily, weekly, monthly, 3 monthly, 6 monthly and yearly 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.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.GENERAL REQUIREMENTS
- The Contractor shall manage and be responsible for all activities mentioned in the Section 2.
- The Contractor’s personnel shall be knowledgeable and experienced in the nature of the tasks and activities of the Service.
- The Contractor’s personnel shall possess valid Personal Security Clearances for the duration of the Contract performance.
- The Contractor’s personnel shall be courteous and professional in dealing with NATO and Purchaser’s staff.
- The Contractor’s personnel shall have sufficient knowledge in English language to allow smooth verbal and written communication.
- The Contractor’s shall strive to lower the rotation of personnel and maintain the same staff working under this SoW.
- The Contractor shall seek Purchaser’s approval prior to appointing new personnel to work under this Statement of Work.
- The Purchaser will support the Contractor’s personnel with access to the IT systems as required. The Contractor shall submit requests for change of Contractor’s personnel at least 30 days in advance.
- The Contractor shall install and operate the equipment following the manufacturer’s 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.
- The Contractor’s personnel will report to and receive guidance from The Station Commander, Station Engineer Lead and Service SATCOM Operations Lead.
- The Contractor’s personnel shall follow local procedures to obtain physical unescorted access to the SATCOM Sites and logical access to the networks in scope.
SERVICE KPIs AND DELIVERABLES
Objective 01: Provide 24/7 technical support and troubleshootingStandard: 100% availability of supportPerformance Threshold: 99% of issues resolved within 48 working hoursMethod of Report: Customer feedback, support logsObjective 02: Maintain accurate records of services providedStandard: 100% accuracy in recordsPerformance Threshold: 98% accuracy in recordsMethod of Report: Regular audits, record reviewsObjective 03: Conduct regular maintenance inspectionsStandard: 100% of inspections completed as per schedulePerformance Threshold: 95% of inspections completed on timeMethod of Report: Maintenance logs, inspection reportsObjective 04: Perform preventive maintenance tasksStandard: 100% of tasks completed as per schedulePerformance Threshold: 98% of tasks completed without issuesMethod of Report: Maintenance logs, task checklistsObjective 05: Diagnose and repair issues promptlyStandard: 100% of issues diagnosed and repaired within 48 working hoursPerformance Threshold: 95% of issues resolved within 48 working hoursMethod of Report: Incident reports, repair logs Objective 06: Install and configure all elements of a satellite communication systemStandard: 100% of elements installed and configured correctlyPerformance Threshold: 95% of elements installed and configured correctly on the first attemptMethod of Report: Regular audits and inspections, checklists, and system testsObjective 07: Perform hardware and software configuration updates/changesStandard: 100% of updates/changes completed as requiredPerformance Threshold: 98% of updates/changes completed without errorsMethod of Report: Change management logs, system performance monitoringObjective 08: Install and maintain power/data and fibre optic cablesStandard: 100% of cables installed and maintained as per standardsPerformance Threshold: 97% of cables installed and maintained without issuesMethod of Report: Visual inspections, cable testing, and documentation reviews
PAYMENT MILESTONE
Payments will be made according to the following schedule:BASE 2024 performance – 02nd December 2024 to 31st December 2024:Associated Deliverables: Provision of support services to Satcom technical As per section 2 and 3Completion deadline: 31st December 2024Payment Amount: 100% total cost for 2024Payment 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 ContractorThe payment shall be dependent upon successful acceptance of the Monthly Service Performance Report Acceptance (Annex B) signed by the Station Commander or authorized point of contact and the Contractor, including the EBA Receipt number.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.2025 OPTION: 01 JANUARY 2025 TO 31 DECEMBER 2025Monthly Associated Deliverables: As per section 2 and 3Completion Deadlines: 31 Jan 2025, 28 Feb 2025, 31 Mar 2025, 30 Apr 2025, 31 May 2025, 30 Jun 2025, 31 Jul 2025, 31 Aug 2025, 30 Sep 2025, 31 Oct 2025, 30 Nov 2025, 31 Dec 2025Monthly Payment Amount: 1/12 total cost for 2025 per month of ceiling priceMonthly 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 ContractorThe payment shall be dependent upon successful acceptance of the Monthly Service Performance Report Acceptance (Annex B) signed by the Station Commander or authorized point of contact and the Contractor, including the EBA Receipt number.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.2026 OPTION: 01 JANUARY 2026 TO 31 DECEMBER 2026Monthly Associated Deliverables: As per section 2 and 3Completion 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 2026Monthly Payment Amount: 1/12 total cost for 2025 per month of ceiling priceMonthly 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 ContractorThe payment shall be dependent upon successful acceptance of the Monthly Service Performance Report Acceptance (Annex B) signed by the Station Commander or authorized point of contact and the Contractor, including the EBA Receipt number.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.
PRATICAL ARRAGEMENT
Place of Performance: The contractor will work under NCI Agency AAS Framework contract (CO-115786-AAS+) for 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 DirectiveHours of Operation: The Service shall be operated during Purchasers’ specific requirements and be able to operate 24/7.Customer Service: The service needs to be delivered under the lead by the site Station Commander and integrated with the current on-site support team on a 24/7 basis.
Communicate with team members and customers to understand their needs and provide updates and solutions.Provide technical support and troubleshooting assistance for local and remote users/customers.Maintain accurate records of services provided and customer interactions in TT-Comms, ITSM and Logbook.Safety and Compliance: Follow all safety protocols to prevent accidents and injuries.Ensure compliance with agency, industry standards and regulations.Keep up-to-date with the latest advancements in SATCOM and networking communication technology used on site.
SERVICE DELIVERY REQUIREMENTS
[See Requirements]
Requirements
SERVICE DELIVERY REQUIREMENTS
The Contractor’s personnel should fulfil the following requirements:
- Ability to work on 24/7 shifts
- Security Classification: NATO SECRET
- Language Proficiency: English: B2 + Local assignment language fluency
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 driver’s license and reliable transportation.
- National Certification: BA4 / BA5, Working at Heights (Kester)
- Preferred Certification CompTIA A+ or Network+ certification
