2025-0136 BMD and Integrated Air and Missile Defence IAMD Study - WED 28 May

Bidding Instructions

1. Bidders shall submit a proposal containing a technical design and proposed team composition.

2. Technical Design: The proposed approach shall be summarized in maximum 5 pages (A4 size), and it shall address the required scope of work and the defined deliverables with sufficient details to allow assessment for feasibility of the proposal.

3. In addition to the Technical Design, the Bidder shall submit the Proposed Team, Curriculum Vitae (CV) and a compliance matrix of each proposed contractor.

3.1. Each CV shall have enough details and evidences of individual’s previous work to show suitability for the job.

3.2. Size of the Team and Schedule: It is up to the bidder to propose the size of the team that executes the work and produces the deliverables in the time lines allocated.

3.3. Task Lead: The proposal shall clearly identify a task lead from assigned resources. The task lead will be the point of contact for task related matters for the Agency team.

3.4. NCIA shall reserve the right to interview the proposed candidates.

Deadline Date: Wednesday 28 May 2025

Requirement: Ballistic Missile Defence (BMD) and Integrated Air and Missile Defence (IAMD) Study

Location: Off-Site

Note: Please refer to your Subcontract Agreement, article 6.4.1.a, which states “Off-Site Discount: 5% (this discount is applicable to all requirements, and applies when the assigned personnel are permitted to work Off-Site, such as at- home)". Please be sure to price this discount in your overall price proposal when submitting bids against off-site RFQs

Period of Performance: 2025 BASE: starting not later than 08 July 2025 to 31 December 2025 with the possibility to exercise following options:

2026 OPTION: 01 January 2026 to 31 December 2026

Required Security Clearance: NO SECURITY CLEARANCE REQUIREMENT

The team of contractors will contribute to the NCIA Ballistic Missile Defence (BMD) ACT Programme of Work (POW) project and involve in an integrated air and missile defence (IAMD) study. The study will continue in multiple years and NCIA BMD ACT POW team will work with a team of expert command and control engineers (C2 Engineer) specialized in IAMD and BMD to achieve the goals set by Allied Command Transformation (ACT) for 2025 and beyond.

The aim of this service is to support NATO BMD capability. By performing the IAMD study, NCIA, supported by a team of contractors, will ensure C2 solutions of BMD capability aligned with operational doctrines, user needs, preferences and experiences.

The Bidders shall submit their proposals, according to the Annex A - Bidding Instructions, by providing technical design, team composition, curriculum vitae (CV) and a compliance matrix of each proposed contractor in the proposed team.

1. INTRODUCTION

1.1 To strengthen the Alliance through connecting its forces, NATO Communication and Information Agency (NCIA) delivers secure, coherent, cost effective and interoperable communications and information systems in support of consultation, command and control and enabling intelligence, surveillance and reconnaissance capabilities, for NATO, where and when required. It includes IT support to the Alliances’ business processes (to include provision of IT shared services) to the NATO HQ, the Command Structure and NATO Agencies.

1.2 The Ballistic Missile Defence Programme Office (BMD PO), as part of the NCIA, ensures the harmonized planning, implementation, deployment, evolution and support of the BMD capability, in a way that satisfies the operational requirements and minimizes the military risk, taking into account the NATO political, economic and schedule requirements and using the most suitable industrial and technological solutions. The Programme Office is the procurement and implementation body of NCIA, charged with the effective planning, execution, delivery into service, evolution and through-life logistic support of NATO’s and assigned national and BMD systems.

1.3 In this context, ACT POW BMD project is looking for a team of expert contractors specialised in IAMD and BMD engineering domains and ready to contribute the IAMD study. In depth operational knowledge and prior experience of NATO BMD mission and its Battle Management Command, Control, Communication and Intelligence, BMC3I systems is required to work on the study.

1.4 The team of contractors will be performing as part of NCIA project team that executes the Allied Command for Transformation (ACT) Programme of Work (PoW) 2025 for BMD.

2. SCOPE OF WORK

2.1 The team of resources will apply C2 engineering, IAMD and BMD knowledge together with NCIA project team and will regularly engage with operational user community.

2.2 The team of resources will hold Principal C4ISR Engineer (C4ISR-E) skill set.

2.3 The size of the team is determined by the supplier.

2.4 The team of resources will provide support services and deliverables as follows:

2.4.1 Leading an operational study to investigate and document impact of emerging concepts to the NATO Integrated Air and Ballistic Missile Defence (IAMD) and the NATO Ballistic Missile Defence (BMD) mission.

2.4.2 Capturing lines of development needs in the framework of DOT_LPFI.

2.4.3 Analysing the BMD architecture and NATO C3 Taxonomy; and identifying initial set of tasks to align them for the future NATO IAMD.

2.4.4 Supporting BMD related operational user research (OUR) activities and user engagements that the ACT POW project team is doing with contractors’ BMD C2 technical domain knowledge.

2.4.5 Authoring and developing the study report on “impacts of emerging concepts to the NATO Integrated Air and Ballistic Missile Defence (IAMD) and the NATO Ballistic Missile Defence (BMD) mission”.

2.5 The Agency Point of Contact for the daily execution of the contract is the NCIA PM.

2.6 The team of contractors shall carry out the specific tasks, as described in the tables below:

Work Package WP1: Impacts of emerging concepts to the IAMD and BMD Mission - Study 2025

The team of contractors will apply their extensive operational knowledge and prior experience of NATO BMD mission and BMC3I systems. Contractors will be the main experts for conducting the study and will document findings in a study report.

Deliverable D1: The team of contractors will deliver following services and products by analysing NATO BMD architecture and the NATO C3 taxonomy:

Initial draft version of the study report.

Deliverable D2: The team of contractors will deliver following services and products:

Organize and perform peer reviews and workshops with subject matter experts, project sponsors and operational users.

Present, discuss, and collect feedback on the first version of the study report.

Final draft version of the study report.

Constraint C1: The team of contractors will work for NCIA team and regularly engage with operational user community.

Acceptance Criteria A1: Deliverables are reviewed by the project team and the contractor will update them based on NCIA feedback/correction. For acceptance, each deliverable has to be approved by the project manager.

Additional Notes: The Study will be mainly performed in NCIA, The Hague, The Netherlands. Deliverables will be maintained in NCIA provided technical repositories and portals. The team of contractors will regularly work with NCIA team in NCIA, The Hague, The Netherlands.

Work Package WP2: Impacts of emerging technologies to the IAMD and BMD Mission - Study 2026

The team of contractors will apply their extensive operational knowledge and prior experience of NATO BMD mission and BMC3I systems. Contractors will be the main experts for conducting the study and will document findings in a study report.

Deliverable D1: The team of contractors will deliver following services and products:

Initial draft version of the study report.

Deliverable D2: The team of contractors will deliver following services and products:

Organize and perform peer reviews and workshops with subject matter experts, project sponsors and operational users.

Present, discuss, and collect feedback on the first version of the study report.

Final draft version of the study report.

Constraint C1: The team of contractors will work for NCIA team and regularly engage with

operational user community.

Acceptance Criteria A1: Deliverables are reviewed by the project team and the contractor will update them based on NCIA feedback/correction. For acceptance, each deliverable has to be approved by the project manager.

Additional Notes: The Study will be mainly performed in NCIA, The Hague, The Netherlands. Deliverables will be maintained in NCIA provided technical repositories and portals. The team of contractors will regularly work with NCIA team in NCIA, The Hague, The Netherlands.

3. ROLES AND RESPONSIBILITIES

3.1 The work shall be conducted in close collaboration between the team of Contractors and NCIA ACT POW BMD project team, as described below:

ACT POW BMD Project: Project Manager

Team of Contractors: To provide deliverables and inputs identified under work packages above.

4. COORDINATION AND REPORTING

4.1 The contractor shall participate in a kick-off and task planning meeting within one working week after the signing of this contract.

4.2 This will be a virtual meeting executed via electronic means using Conference Call capabilities or in person in the NCIA offices in The Hague, The Netherlands.

4.3 During the kick off meeting, the contractor will provide and discuss a plan for executing the tasks under this statement of work. Purchaser and Contractor will discuss the plan and confirm amendments where appropriate.

4.4 The contractor will provide email minutes containing decisions and actions decided during the meeting.

4.5 The contractor shall participate in regular status meetings, either in-person (where possible) or via electronic means using Conference Call capabilities.

4.6 The rhythm for these meetings will be decided at the kick-off meeting.

4.7 The contractor will initiate these meetings and provide email minutes containing at least decisions and actions decided during the meeting.

4.8 The contractor shall follow all general rules, terms and conditions as applicable for working in NCIA, The Hague Offices.

5. DELIVERABLES AND MILESTONES

5.1 The deliverables will be required by various dates throughout the contract execution.

5.2 All deliverables are to be peer reviewed within its delivery cycle. Input and guidance will be provided by NCIA in written form and during the targeted review meetings.

5.3 During the period of performance a Delivery Acceptance Sheet (DAS) shall be provided to the Purchaser for each scheduled delivery, as identified in Section 5. The Template is provided in the Annex C. The Purchaser will confirm the acceptance by signing Delivery Acceptance Sheet (DAS).

5.4 The Agency Point of Contact for the daily execution of the contract is the NCIA PM.

5.5 This is a completion-type contract which requires a team of resources with complementary skills to complete the work.

5.6 Schedule of payments: Payment will be made after the Purchaser has signed the Delivery Acceptance Sheet (DAS) (Annex C) for the respective deliverables.

5.7 The contractor shall submit an invoice, with approved DAS attached, to the Purchaser for payment as per the schedule listed in the tables below:

5.7.1 2025- BASE Contract:

Deliverable: WP1-D1

Delivery Date: 15 September 2025

Payment Amount: 50% of the total cost

Payment Milestones: After deliverable completion and signed Delivery Acceptance Sheet (DAS)

Deliverable: WP1-D2

Delivery Date: 15 December 2025

Payment Amount: 50% of the total cost

Payment Milestones: After deliverable completion and signed Delivery Acceptance Sheet (DAS)

5.7.2 2026 OPTION if exercised:

Deliverable: WP2-D1

Delivery Date: 15 June 2026

Payment Amount: 50% of the total cost

Payment Milestones: After deliverable completion and signed Delivery Acceptance Sheet (DAS)

Deliverable: WP2-D2

Delivery Date: 15 December 2026

Payment Amount: 50% of the total cost

Payment Milestones: After deliverable completion and signed Delivery Acceptance Sheet (DAS)

5.8 The NCIA team reserves the possibility to exercise a number of options, based on the same scrum deliverable timeframe, at a later time, depending on the project priorities and requirements.

6. SCHEDULE AND PRACTICAL ARRANGEMENTS

6.1 Period of performance will be, for the BASE contract, not later than 8th July 2025 through 31 December 2025

6.2 If the 2026 option is exercised, the period of performance is 01st January 2026 to 31st December 2026

7. CONSTRAINTS

7.1 All the documentation provided under this statement of work will be based on NCIA templates or agreed with project point of contact.

7.2 All support, maintenance, documentation and required code will be stored under configuration management and/or in the provided NCIA tools.

7.3 All developed solutions, tools and code under this project will be property of the NCIA.

8. SECURITY AND NON-DISCLOSURE AGREEMENT

8.1 The expected classification level of the deliverables is NATO Unclassified or NATO Restricted.

8.1.1 The execution of duties may require contractors to access information up to NATO Restricted therefore some contractors will be asked to fill a Certificate of Security Obligation (CSO) form for accessing NATO Restricted information throughout the contract execution.

9. PRACTICAL ARRANGEMENTS

This work will be carried out 100% OFF SITE NCI Agency.

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: Laptop for business administration including relevant software will be provided by NCIA; Laptop for technical work including relevant software will be provided by NCIA; Access to relevant networks and environments will be provided by NCIA; Work is to be performed on the unclassified network(s) and appropriate hardware and connectivity will be provided by the Contractor.

10. TRAVEL

10.1 Regularly at the NCIA offices and other NATO locations.

10.2 Travel on Duty (TDY): This work requires scheduled travel as described in this section:

10.2.1 In 2025, it is planned to hold 4 (four) Team Working sessions at NCIA in The Hague, The Netherlands. At least one contractor will be required to participate in these sessions. Each session will span 3 full working days, commencing at 09:00 on Tuesday and concluding at 17:00 on Thursday. In total, contractors will work for 12 days at NCIA in The Hague, Netherlands. The tentative schedule is outlined below, with specific dates to be finalized by NCIA after contract award.

Travel on Duty (TDY) 01: Kick-Off, Planning and Team Meeting #1

Skill Set: C4ISR-E

TDY Location: NCIA, The Hague, NLD

Duration: 3 full working days (travel days excluded)

Schedule (exact dates are to-be-determined): July 2025

Travel on Duty (TDY) 02: Team Meeting Week #2

Skill Set: C4ISR-E

TDY Location: NCIA, The Hague, NLD

Duration: 3 full working days (travel days excluded)

Schedule (exact dates are to-be-determined): September 2025

Travel on Duty (TDY) 03: Team Meeting Week #3

Skill Set: C4ISR-E

TDY Location: NCIA, The Hague, NLD

Duration: 3 full working days (travel days excluded)

Schedule (exact dates are to-be-determined): October 2025

Travel on Duty (TDY) 04: Team Meeting Week #4, Project Closure

Skill Set: C4ISR-E

TDY Location: NCIA, The Hague, NLD

Duration: 3 full working days (travel days excluded)

Schedule (exact dates are to-be-determined): December 2025

Summary of TDYs:

Skill Set: Principal C4ISR Engineer (C4ISR-E)

Working days (travels excluded): 12 days, NCIA, The Hague

10.2.2 The cost of listed Travel on Duty (TDY) listed in this section shall be included in the proposed price.

10.2.3 Any additional travel expenses not specified under this section will be the responsibility of the NCIA 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. They will be invoiced separately to the purchaser by the service provider, in accordance with the terms and conditions of the framework agreement. These additional travel costs are considered an extra charge to the overall bid price.

10.2.4 The schedule and extent of each TDY will be determined by the project manager.

11. REQUIRED QUALIFICATIONS

[See Requirements]

Requirements

11. REQUIRED QUALIFICATIONS

11.1 This Contract requires a team of contractors with highly specialist and complementary skills to execute and complete the work. There is 1 (one) skills set required in the team:

11.1.1 Principal C4ISR Engineer (C4ISR-E).

11.2 The size of the team will be determined by the Bidder.

11.3 Principal C4ISR Engineer (C4ISR-E) Skill Set – MANDATORY Requirements

• University degree in engineering or computer science.
• More than fifteen years international professional experience in NATO C4ISR systems engineering, integration and missile defence.
• Strong understanding of NATO joint operations and programmes, such as Bi-SC AIS and BMD.
• Expert in NATO BMD architecture, requirement management, integration, scientific and technical report writing, testing, prototyping and experimentation.
• Hands-on experience with NATO C4ISR systems used in BMD architecture (NCOP, AirC2IS, TOPFAS, Intel-FS and ACCS).
• Actively participated in previous ACT POW studies, integration tests (such as BMD Ensemble Tests), experimentation and operational exercises, such as JPOW and CWIX.
• Previously conducted research and development studies on BMD related subjects.
• Strong background and involvement in NATO C4ISR system development and maintenance.
• Candidate must have the nationality of one of the NATO nations.
• Excellent command of spoken and written English.

11.4 Principal C4ISR Engineer (C4ISR-E) Skill Set – DESIRED Requirements

• Experience with innovative and emerging technologies (artificial intelligence, machine learning, virtual reality, augmented reality, etc.) and their usage in training and user documentation.
• Prior working experience in an international environment comprising both military and civilian elements.
• Knowledge of NATO responsibilities and organization, including ACO and ACT.