Deadline Date: Wednesday 3 September 2025
Requirement: Specialized Consultant for Implementation & Support Services in Line with AI Technologies
Location: Ramstein, DE
Full Time On-Site: Yes
Time On-Site: 100%
Period of Performance: 2025 BASE: 01 October – 31 December 2025
2026 OPTION: 01 JAN – 31 MAR 2026
Required Security Clearance: NATO SECRET
1 OVERALL PROJECT SCOPE
The NATO Communication and Information Agency (NCI Agency) located in Braine l’Alleud, Belgium is currently involved in the implementation of a CIS infrastructure solution to enable the HQ AIRCOM to improve the HQ AIRCOM Data Science Capability. In light of these activities, the Network Infrastructure Service Centre (NISC) Business Area (BA) is looking for a specialized contractor for implementation services and support in line with AI Technologies.
2 SCOPE OF WORK
NISC BA has a requirement to enhance the current local AIRCOM Data Science CIS providing high-powered desktop computers (with dual-monitor and KVM switch), GPU servers, supporting equipment (smartboards and wall monitors), data diode and A2SL-approved software. The NCIA will procure, deliver, install and test the above mentioned equipment and software.
NCIA requested and obtained authorization to use Limited Competition between pre-competed Advisory and Assistance Services (AAS+) framework to contract specialist implementation services and support in line with AI technologies, to be embedded with the CSU Ramstein team of NCI Agency staff. MW 3479 brings to HQ AIRCOM a new CIS capability which does not exist locally, or with the same flexibility, anywhere within NATO. The contractor will focus on delivering, supporting and implementing a steady state for the MW 3479 capability, thus ensuring that CSU Ramstein is unburdened by the introduction of this new capability.
The contractor will provide services on-site in HQ AIRCOM/Ramstein and be the primary administrator of the MW 3479 CIS capability. While the contractor will be embedded with the NCIA CSU Ramstein Team, the contractor’s role will necessitate regularly coordinating his effort with the Project Manager, the HQ AIRCOM Data Science Team, and being responsive to the changing/evolving requirements of the Project Manager. If time permits, the contractor will support CSU Ramstein in other HQ AIRCOM related network administration tasks, without conflicting with the needs of MW 3479.
The main activities are focused on:
- working closely with relevant stakeholders to understand the requirements and implement/develop MW 3479 solutions that align with the following objectives;
- ensuring that the MW 3479 capability is optimized for the tasks, suggest and implements improvements if necessary.
- as part of the CSU Ramstein Team, be responsive, first-and-foremost, to the requests related to MW 3479.
- building Virtual Machines, including user profiles, firewalls and resources management (hardware and software).
- fully supporting, configuring and maintaining all elements of MW 3479;
- monitoring required updates;
- supporting and administering third-party applications;
- ensuring MW 3479 network security and connectivity;
- monitoring MW 3479 network performance (availability, utilization, throughput, good put, and latency) and test for weaknesses;
- setting up user accounts, permissions and passwords;
- resolving problems reported by end user;
- defining MW 3479 network policies and procedures;
- specifying system requirements and design solutions;
- researching and make recommendations on MW 3479 system administration;
- liaising and acting as point of contact with CSU Ramstein Service Operations Branch in order to ensure data science software/hardware is adapted as required by the Data Science team and ensures all cyber policies are respected.
3 ROLES AND RESPONSABILITIES
The services are to be carried on site at AIRCOM’s HQ premises, Ramstein, Germany.
The services will be conducted during normal office hours following the HQ’s calendar.
The consultant’s expertise is necessary to supplement the current level of expertise within the Data Science Team, so a quick ramp-up within the team is required.
The consultant will provide services under the direct supervision of the PJOA Operational Analyst/AIRCOM HQ and NCIA project manager and will provide services using an agile an iterative approach using monthly sprints. Each sprint is planned for a duration of one (1) month.
The content and scope of each sprint will be agreed with CSU Ramstein Service Operations Representative and the Project Manager during the sprint-planning meeting.
Stakeholder Roles:
NCIA project manager: Sprint acceptance and validation of the Delivery Acceptance Sheet
CSU Ramstein Service Operations Representative: Plan & define sprint activities, monitors and evaluates sprint performance
Contractor: To provide services and deliverables as identified within each sprint
4 DELIVERABLES AND PAYMENT SCHEDULE
Detailed resource assessments will be agreed during each sprint meeting as set out in Section 5.
Payments shall be dependent upon the successful acceptance of each sprint and the validation as set out under Section 5. All Invoices shall be accompanied with a Delivery Acceptance Sheet (DAS, Annex A) signed by the Contractor and Data Science Team Leader.
Each sprint has a duration of one (1) month. The content, scope and acceptance criteria of each sprint will be agreed during the sprint‐planning meetings as covered in Section 5. Each payment milestone cycle is planned for a duration of one calendar month. Upon completion and validation of each sprint, all completed sprints can be submitted for payment.
The NCIA team reserves the possibility to exercise a number of sprints at a later time, based on the same sprint deliverable timeframe and cost, depending on project priorities and requirements.
In 2025, the following deliverables are expected from the service as set in this statement of work:
4.1. 2025 BASE: 01 October – 31 December 2025
Deliverable: 3 sprints / Specialized Consultant for implementation & support services in line with AI technologies
Payment Milestones: Payment Milestones will be at end of the month
4.2. 2026 OPTION: 01 JAN – 31 MAR 2026
Deliverable: 3 sprints / Specialized Consultant for implementation & support services in line with AI technologies
Cost Ceiling: Price will be determined by applying the price adjustment formula as outlined in CO‐115786‐ AAS+ Special Provisions article 6.5.
Payment Milestones: Payment Milestones will be at end of the month
5 COORDINATION AND REPORTING
Due to the AGILE approach of this project, there is a need to define a set of specific arrangements between the NCI Agency and the contractor that specifically defines the deliverables to be provided for each sprint as well as their associated acceptance criteria. This includes sprint planning, execution and review processes, detailed below:
a. Sprint Planning:
Objective: Plan the objectives for the upcoming sprint
Kick-off meeting: Conduct a monthly meeting with the contractor to plan the objectives of upcoming sprint and review contractor`s manpower to meet the agreed deliverables.
Set sprint goals: Define clear, achievable goals for the sprint and associated acceptance criteria, including specific delivery targets, Quality standards as well as Key Performance Indicators (KPIs) for each task to be recorded in the sprint meeting minutes.
Agree on the required level of effort for the various sprint tasks.
Backlog Review: Review and prioritize 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 in Section 4.
b. Sprint Execution:
Objective: Contractor to execute the agreed “sprint plans” with continuous monitoring and adjustments.
Regular meetings between NCI Agency and the contractor to review sprint progress, address issues, and make necessary adjustments to the processes or production methodology. The Meetings will be physically in the office, or in person via electronic means using Conference Call capabilities, according to the NCI Agency project manager’s instructions.
Continuous improvement: Contractor to establish a continuous feedback loop to gather input from all stakeholders for ongoing improvements and their subsequent implementation depending on NCIA approval.
Progress Tracking: Contractor to use a shared dashboard or tool to track the status of the sprint deliveries and any issues.
Quality Assurance/Quality Check: Contractor shall ensure that the quality standards agreed for the sprint deliverables are maintained throughout the sprint.
Quality Control: NCIA to perform the Final Quality Control of the agreed deliverables and provide feedback on any issues.
c. Sprint Review:
Objective: Review the sprint performance and identify areas for improvement.
At the end of each sprint, there will be a meeting between the NCI Agency and the Contractor to review the outcomes against the acceptance criteria comprising sprint goals, agreed quality criteria and Key Performance Indicators (KPIs).
Define specific actions to address issues and enhance the next sprint.
d. Sprint Payment:
For each sprint to be considered as complete and payable, the contractor must report the outcome of their work during the sprint, first verbally during the retrospective sprint review meeting and then in writing within three days after the sprint’s end date. A report must be sent by email to the NCI Agency project manager, listing all the work achieved against the agreed tasking list set for the sprint.
The contractor's payment for each sprint will be depending upon the achievement of agreed Acceptance Criteria for each task, defined at the sprint planning stage. This will include specific delivery targets, quality standards as well as Key Performance Indicators (KPIs) for each task.
The payment shall be dependent upon successful acceptance as set in the above planning/review meetings. This will follow the payment milestones that shall include a completed Delivery Acceptance Sheet (DAS) – (Annex A) including the EBA Receipt number.
Invoices shall be accompanied with a Delivery Acceptance Sheet (DAS) – (Annex A) signed by the Contractor and project authority.
If the contractor fails to meet the agreed Acceptance criteria for any task, the NCI Agency reserves the right to withhold payment for that task/sprint.
6 SCHEDULE
This task order will be active immediately after signing of the contract by both parties.
The base period of performance is as soon as possible but not later 1st of October 2025 and will end no later than 31st of December 2025.
If the sprints of the additional option are exercised, the period of performance is within 1st of January 2026 to 31st of March 2026.
7 SECURITY
a. The Contractor shall be aware of all security rules pertaining to the handling of NATO classified information. For this particular, project attention shall be given to the following regulations:
Personnel Security Clearance (PSC). Individuals who require access or may have access to information classified NC or above during the course of their duties shall have a PSC, at the appropriate level, which is valid for the duration of the authorized access. In addition, such individuals are required to: Have a need-to-know; Have been briefed on their security obligations in respect to the protection of NATO Classified Information; and have acknowledged their responsibilities in either writing or an equivalent method which ensures non-repudiation.
b. The services will be provided at the AIRCOM HQs premises, Ramstein, Germany. Depending on the project’s activities, travel may be required.
c. Local CSU will provide access to relevant networks and resources as required by the project.
8 CONSTRAINTS
All the documentation provided under this SOW will be based on NCI Agency templates and/or agreed with the NCIA project manager.
All support, maintenance, documentation and required codes will be stored under configuration management and/or in the provided NCI Agency tools.
All developed solutions, tools and code under this project will be property of the NCI Agency.
9 TRAVEL
The contractor will provide the services under this SOW and carry them at the AIRCOM HQ premises, Ramstein, Germany.
If required, 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.
10 GENERAL REQUIREMENTS
Access to all relevant systems can be provided by NCI Agency through the local CSU. Working environment is at AIRCOM HQ premises, Ramstein, Germany.
Working environment is a normal office environment.
A sole contractor must accomplish this work, and identified as the primary contractor for each sprint. In the event that the contractor leaves during the contract period, a new contractor who has the proven required qualifications and is evaluated qualified and suitable shall replace them, having received a training and handover of the performed history of the project. All normal AAS+ framework contract Terms and Conditions apply.
The contractor will access the AIRCOM networks as a member of the AIRCOM Data Science Team under the supervision of PJOA Operational Analyst who will be the main Point of Contact (POC).
11 REQUIRED QUALIFICATIONS
[See Requirements]
12 SECURITY CLEARANCE
The duties of the consultant require a valid NATO SECRET security clearance.
Requirements
11 REQUIRED QUALIFICATIONS
For the execution of this contract, a resource with data engineer skills is required to provide the services. The following qualifications are required:
* Proven experience in a system administrator role
* Some experience in networking, routing and switching desirable
* Sound knowledge of scripting (PowerShell) including provisioning/changing Azure resources;
* Hands on experience in building virtual machines, snapshot, DRS concept, clustering hosts;
* Experience in VMWare Horizon, creating and tweaking gold images according to Microsoft guidance using the latest recommendations;
* Sound knowledge of VMWare Horizon Linked Clones, Instant Clones and Thin App;
* Expertise in information technology domains such as Cloud Computing and IT Infrastructures;
* Excellent knowledge of best practices around management, control, and monitoring of server infrastructure
* Experience with firewalls, troubleshooting, and problem resolution
* Ability to set up and configure server hardware
* Familiarity with backup and recovery software and methodologies
* Great at organising, prioritising and multitasking
* Excellent written and oral communication skills;
* Strong problem-solving skills.
12 SECURITY CLEARANCE
* The duties of the consultant require a valid NATO SECRET security clearance.