2025-0220 Network Engineering Installation Support (NS) - FRI 15 Aug EXTENDED

BIDDING INSTRUCTIONS

A) Price

Bidders shall submit a price for each of the individual Not-to-Exceed prices indicated in Part II – Statement of Work, Section 4. Deliverables and Payment Milestones (D01, D02, D03).

B) Technical Proposal

Bidders shall submit a proposal clearly providing the following information: CVs and attestation of the assigned resource(s) for the project. Each CV shall contain accurate contact details for reference person(s) for each of the listed professional experiences relevant to this Statement of Work

Deadline Date: Friday 15 August (originally Monday 11 August 2025, then Thursday 14 August)

Requirement: Voice Technician Project Support

Location: Yeovilton, Somerset, UK

Full Time On-Site: Yes

Time On-Site: 100%

Period of Performance: 2025 BASE: from 15 September 2025 until 31 December 2025 with possibility to exercise the following option:

• 2026 Option:1 January 2026 until 30 June 2026

Required Security Clearance: NATO Secret

1. INTRODUCTION

NATO Communications and Information Agency (NCIA) CIS Support Element (CSE), located in YEOVILTON (UK) is responsible for the installation, operation, maintenance and support of assigned communications and information systems to their operational partner, Joint Electromagnetic Warfare Core Staff (JEWCS).

2. OBJECTIVES

The main objective of the statement of work is to deliver support services to the customer (JEWCS) in three NCIA services by augmenting the existing CSE Yeovilton staff.

3. SCOPE OF WORK

The Contractor’s personnel will provide continuous service support in an office alongside three other CSE Yeovilton staff.

The effort will be for installation and configuration of Ethernet switches, followed by rack installation, cabling, network monitoring and some service desk support.

SERVICE DETAILS

D01. LEG008 Support

Outcomes:

• Accurate and compliant configuration management using provided tools such as Cablesolve and PatchManager

• Accurate compliance with NATO security directives, policies and guidelines (provided on site)

• Continuously improve and enhance allocated systems, as directed.

• Respond to assigned IT tickets.

• First-level, Second-Level & Third-Level IT support related to assigned systems.

• Upgrade, maintain and enhance assigned network equipment.

D02. LEG007 Support

Outcomes:

• Accurate and compliant configuration management using provided tools such as Cablesolve and PatchManager

• Accurate compliance with NATO security directives, policies and guidelines (provided on site)

• Continuously improve and enhance allocated systems, as directed.

• Respond to assigned IT tickets.

• First-level, Second-Level & Third-Level IT support related to assigned systems.

• Design, install and configure new networks as required.

D03. LEG002 Support

Outcomes:

• Accurate and compliant configuration management using provided tools such as Cablesolve and PatchManager

• Accurate compliance with NATO security directives, policies and guidelines (provided on site)

• Continuously improve and enhance allocated systems, as directed.

• Respond to assigned IT tickets.

• First-level, Second-Level & Third-Level IT support related to assigned systems.

• Upgrade, maintain and enhance assigned network equipment.

• Install and configure firewall

• Assist with installation of Enterprise Wifi system throughout facility.

Sprint planning, execution and review processes, which are detailed below:

1. Sprint Planning:

Objective: Plan the objectives for the upcoming sprint

Kick-off meeting: Conduct a monthly meeting with the contractor personnel to plan the objectives of upcoming sprints and review contractor`s manpower to meet the agreed deliverables.

Backlog Review: Review and prioritise the backlog of tasks, issues, and improvements from previous sprints.

Assess each payment milestone cycle duration of one calendar month. State of completion and validation of each sprint status and sign off sprints to be submitted for payment as covered below.

2. Sprint Execution:

Objective: contractor personnel to execute the agreed “sprint plans” with continuous monitoring and adjustments if necessary

Progress Tracking: Contractor to track and share the status of the sprint deliveries and any risks / issues.

Quality Assurance / Quality Check: The contractor shall ensure that the quality standards agreed for the sprint deliverables are maintained throughout the sprint.

Quality Control: NCIA will perform the quality control of the agreed deliverables and provide feedback on any issues.

3. Sprint Review:

Objective: Review the sprint performance and identify areas for improvement.

At the end of each sprint, there will be an optional meeting with contractor personnel to review the deliverables and outcomes against the acceptance criteria.

Define specific actions to address issues and enhance the next sprint.

4. Sprint Payment:

Progress on the above deliverables will be checked and approved on a per sprint basis.

For each sprint to be considered as complete and payable, the contractor personnel must report the outcome of their work during the sprint by email at the end of each day. The format of the email will be provided NCIA.

The payment of each sprint will be depending upon the achievement of agreed acceptance criteria for each task, defined at the sprint planning stage.

If the contractor fails to meet the agreed acceptance criteria for any task, the NCIA reserves the right to withhold (partial) payment for that sprint.

Invoices shall be accompanied by a Delivery Acceptance Sheet (DAS), signed by the contractor and the project manager, and shall follow the payment milestones.

Each sprint has a duration of one week. The content and scope of each sprint will be agreed during the sprint‐planning meetings.

4. DELIVERABLES AND PAYMENT MILSTONES

The following deliverables are expected from the work in this Statement of Work:

1) Complete the activities/tasks agreed in each sprint meeting as per the section above.

2) Produce sprint completion reports (format: e-mail update), which include details of activities performed and the list of the deliverables of the week.

3) The contractor personnel will participate in the daily reporting and planning activities (daily stand-ups)

4) Payment schedule will be according to the payment milestones upon completion of the respective sprint. Upon completion and validation of each sprint and at the end of the monthly milestone, following the acceptance of the sprint report.

5) The Purchaser (NCIA) reserves the right to exercise a number of options of one or more sprints based on the same deliverables, at a later time, depending on the project priorities and requirements, at the following cost: for base year (2025) at the same cost, for 2026 (1 JAN to 30 JUN) the Price Adjustment Formula will be applied in accordance with paragraph 6.5 of the Framework Contract Special Provisions.

6) The payment shall be dependent upon successful acceptance of the sprint report and the Delivery Acceptance Sheet (DAS) – (annex A).

7) Invoices shall be accompanied with a Delivery Acceptance Sheet (annex A) signed by the contractor and the NCIA POC.

The Contractor’s personnel will deliver the following core activities as per the schedule below:

D01 LEG008 Support: Completion Deadline Daily

D02 LEG007 Support: Completion Deadline Daily

D03 LEG002 Support: Completion Deadline Daily

The service is executed in sprints with every sprint requiring 3 deliverables as described above.

Each sprint is planned for 5 days.

2025 BASE: 15 September 2025 to 31 December 2025

BASE 2025: max 15 Sprints containing all deliverables in section 3 & 4 (Number of sprints is calculated considering a starting date 15 September 2025. This will be adjusted based on actual starting date)

Payment Milestones: Upon completion of each consecutive fourth sprint and at the end of the service. Completion of each milestone shall be documented in a Certificate of Acceptance (Annex A), signed for acceptance by the Purchaser has authorized point of contact and the Contractor’s personnel.

2026 OPTION: 1st January 2026 to 30th June 2026

Deliverable D01: Price per sprint will be determined by applying the price adjustment formula as outlined in CO-115786-AAS+ Special Provisions article 6.5.

Deliverable D02: Price per sprint will be determined by applying the price adjustment formula as outlined in CO-115786-AAS+ Special Provisions article 6.5.

Deliverable D03: Price per sprint will be determined by applying the price adjustment formula as outlined in CO-115786-AAS+ Special Provisions article 6.5.

BASE 2025: max15  Sprints containing all deliverables in section 3 & 4 (Number of sprints is calculated considering a starting date 15 September 2025. This will be adjusted based on actual starting date)

Total NTE per full sprint: Will be determined by summing up D01 to D03 prices (EUR)

Payment Milestones: Upon completion of each consecutive fourth sprint and at the end of the service. Completion of each milestone shall be documented in a Certificate of Acceptance (Annex A), signed for acceptance by the Purchaser has authorized point of contact and the Contractor’s personnel.

5. COORDINATION AND REPORTING

The Contractor personnel shall participate in daily status update meetings, sprint planning, sprint retrospectives and other meetings, in person, according to line manager’s instructions.

For each sprint to be considered as complete and payable, the Contractor’s personnel:

• Will inform the NCIA Line Manager at least daily to report whether there were any issues with delivering the services.

• Must report the progress of his/her service and any impediments to the line manager by email daily.

• Shall report verbally the service completed during the sprint review and then in writing within three (3) days after the sprint’s end date. The format of this report shall be a short email to the NCIA line manager mentioning briefly the service executed during the sprint.

At the end of each fourth consecutive sprint, the Contractor personnel shall deliver Certificate of Acceptance (Annex A) for Purchaser approval and signature for each resource providing services under this SoW.

6. SCHEDULE

The BASE period of performance starts no earlier than 15 September 2025 and will end no later than 31 December 2025

If the 2026 option is exercised, the period of performance is 1 January 2026 to 30 June 2026.

7. SECURITY

The security classification of the services delivered will be up to NATO SECRET.

The measurement of all the deliverables for this service contract will be considered NATO UNCLASSIFIED.

The Contractor providing the services under this SOW is required to hold a valid NATO SECRET security clearance. NCIA reserves the option to have this increased to CTS.

A security clearance at the right level is required for the contractor(s) undertaking these services.

This security clearance must be in place by the start date of the contract.

8. CONSTRAINTS

All the deliverables provided under this statement of work will be based on NCIA templates or agreed with the line manager.

All documentation will be stored under configuration management and/or in the provided NCIA tools.

9. PRACTICAL ARRANGEMENTS

The Contractor’s personnel will be required to provide the service 100% on site at NCI Agency location Yeovilton, Somerset, UK, BA22 8HT.

NCIA Recognised Business hours/Holidays: NCIA - Yeovilton, Somerset, UK official holiday schedule applies and will be provided to the Contractor’s personnel.

NCIA Yeovilton, Somerset, UK Hours of Operations: Service must be delivered from 08:30 to 17:00 GMT (excluding 12:15 – 12:45) (15:00 GMT on Fridays) on Mon-Fri (excluding NCIA staff holidays).

Contractor Furnished Services: Contractor shall furnish everything required to perform the contract except for the items specified and covered under NCIA Furnished Property and Services below.

NCIA Furnished Property and Services: Office space and desk; Access to relevant networks and environments will be provided by NCIA.

The service depicted in this SOW is expected to be carried by a SINGLE PERSON.

There may be requirements to travel to other sites within NATO for completing these tasks. The expenses will be reimbursed in accordance with Article 5.5 of AAS Framework Contract and within the limits of the NCIA Travel Directive.

The service provider will execute under the direction and guidance of the CSE Yeovilton Head or their designated representative.

10. QUALIFICATIONS

[See Requirements]

Requirements

10. QUALIFICATIONS

Experience and Education Requirements for the Contractor’s Personnel:

• Has a security clearance at the required level (NATO SECRET), provided by the national security organization valid from the first day of work and covering the period of the contract.
• Ability to work independently and manage multiple tasks simultaneously.
• Demonstrated ability to work collaboratively in a team environment and interact positively with multiple departments.
• Excellent written and verbal communication skills, capable of conveying complex technical information in a user-friendly manner. Able to produce configuration documentation.
• Demonstrated ability to handle stressful situations with calmness.
• Strong analytical skills, capable of quickly identifying issues and determining the most efficient resolution.
• Minimum 5 years working as a Network Engineer.
• CISCO CCNP certified as minimum. (JNCIP certification is also acceptable)
• COMPTIA Security+ certificate (or equivalent).
• Intermediate Microsoft Excel skills – min. 2 years.
• Intermediate Windows OS 10/11 system administrator experience – min. 2 years
• Intermediate experience using network monitoring tools such as WhatsUpGold – min. 2 years
• Advanced experience configuring iSCSI – min. 2 years
• Advanced experience with CISCO Wifi – min. 3 years
• Intermediate experience of laying CAT5 and Fibre cabling – min. 4 years
• Intermediate experience using Patch Manager infrastructure management software (or equivalent) – min. 1 year
• Intermediate experience managing power distribution within server racks – min 3 years
• Intermediate experience racking IT equipment – min. 3 years
• Language Proficiency: Level 3 English language skills according to NATO STANAG 6001: 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)