2025 - 0281 Satcom Power Technician Support Services (NS) - MON 27 Oct Relaunch

Satcom Power Technician Support Services

The 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.

The Agency requires Power Technician Support Services to maintain, operate, and oversee our SATCOM Station power infrastructure. Services include maintenance of diesel generators, power distribution systems, HVAC, radomes, site security systems, and other station ancillary infrastructure, ensuring continuous availability of mission-critical SATCOM operations.

The contractor will provide System Management Services supporting the SATCOM Operations Team at NCI Agency in Lughezzano, Italy, focusing on server and network infrastructure, cybersecurity compliance, and operational readiness.

Prime Power and Generators:

• Maintain prime power systems (transformer vaults to distribution boards).
• Operate and maintain diesel-electric generators, ensuring fuel supply and availability.
• Provide compliance inspections in accordance with CEI 64/08 prescriptions.

No-Break Power Systems:

• Operate and maintain UPS, batteries, and emergency lighting.

Ancillary Systems:

• Perform preventive maintenance on cross-site cabling, grounding, lightning protection, radomes, EMP pneumatic doors, and hydraulic systems.
• Provide basic maintenance of site security systems (gates, bollards, access infrastructure).

Environmental Systems:

• Provide maintenance of HVAC, heating, air handling units, and fire protection systems.
• Collaborate with industry providers for contracted services under Site Engineer oversight.

Support Activities:

• Maintain accurate service records in TT-Comms, ITSM, and site logbooks.
• Provide monthly status reports on maintenance, incidents, and improvements.
• Support Site Engineers in planning, scheduling, and executing maintenance activities.

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: Prime Power System Availability

Standard: % of Completion

Performance Threshold: 99.9% of the measured period

Penalty (if under performance threshold): 1%

Method of Report: Monthly Report

Objective KPI02: Generator Availability

Standard: % of Completion

Performance Threshold: 100% of critical updates

Penalty (if under performance threshold): 1%

Method of Report: Generator Maintenance report

Objective KPI03: Preventive Maintenance Completion

Standard: % of Completion

Performance Threshold: 99.9% of the measured period

Penalty (if under performance threshold): 1%

Method of Report: Maintenance logs

Objective KPI04: Compliance with CEI 64/08 & Safety Standards

Standard: % of Completion

Performance Threshold: 99.9% of the measured period

Penalty (if under performance threshold): 1%

Method of Report: Compliance docs

Objective KPI05: Incidents Resolution Report

Standard: % of Completion

Performance Threshold: 99.9% of the measured period

Penalty (if under performance threshold): 1%

Method of Report: Corrective Action Reports from ITSM

The following reporting methods will be used to monitor KPI completion:

1. Maintenance Activity Reports – Monthly records of completed preventive and corrective maintenance.

2. Fault and Incident Reports – Real-time reporting of failures, corrective actions, and restoration times.

3. Compliance Documentation – Evidence of inspections, including CEI 64/08 verification.

4. Fuel and Resource Reports – Monthly usage and stock reports for generators and ancillary systems.

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

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

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 – 01 December 2025 (tentative) to 31 December 2025:

Associated Deliverables: Provision of SATCOM System Management Services

Completion Deadlines: 31 Dec 2025

Monthly Payment Amount: Total cost for 2025 per month of ceiling price. For the first month, the payment will be adjusted pro-ratio depending 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.

2026, 2027, 2028 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.

Work will be conducted primarily on-site in Lughezzano, Italy in designated as Class I and II Security Area.

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.

The Contractor is expected to follow the Purchaser's working hours—Monday to Thursday from 08h30 until 17h30 and Friday from 08h30 until 15h30.

There may be a requirement to work on shift basis, 12h or 24h depending on local maintenance planning. Usually the planning is communicated approx. 2-4 weeks in advance.

The shifts are usually performed by 2 technicians part of the same team.

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

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 Contractor's 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 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.