2026-0116 APSS ISR Collection Tool Developer Support (NS) - THU 17 Sep

BIDDING INSTRUCTIONS

Technical Proposal

1. Bidders shall include in the Technical Proposal:

a. CV of candidate, focusing on qualifications defined in Section 10 of the Statement of Work.

b. Technical execution approach for each deliverable.

c. Fixed-price quotation per deliverable (no time-and-materials).

d. Resource and schedule plan.

e. Description of similar completed projects.

f. Assumptions and dependencies, if any.

2. Compliance matrix referring how each candidate meets qualifications listed in Section 10, justified by relevant (project) experience to carry out the work listed in Section 3 of the Statement of Work.

Deadline Date: Thursday 17 September 2026

Requirement: APSS ISR Collection Tool Developer Support

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: Base Year 2026: 15 October (tentative) – 31 December. Option Year 2027: 01 January – 31 December.

Required Security Clearance: NATO SECRET

1. INTRODUCTION

SHAPE and the NCI Agency are jointly delivering the Alliance Persistent Surveillance from Space Programme. This programme serves NATO and the nations and presents an opportunity to enhance and accelerate situational awareness and decision making through a dedicated programme for the access to shared space data and the integration of the data into NATO systems. Through pioneering the ability of the Alliance to harness space capabilities and deliver operational effect from the Space Domain, this proposal will deliver a step change in the Alliance ability to remain informed through access to Space data.

2. SCOPE OF WORK

Under the direction of the NCI Agency, the incumbent will perform duties to include the following:

Collection Tool Data Integration: Managing ACO requirements for APSS commercial data integration.

Collection Tool User Interface Management: Supporting ACO requests and investigating/implementing changes to user interface.

System Troubleshooting: Investigating and resolving data flow bottlenecks and technical issues in production environments.

Collaboration & Documentation: Working with cross-functional teams to define requirements and maintaining documentation for the APSS Collection Tool.

3. DELIVERABLES

The contract will be managed through milestone-based deliverables as follows:

Deliverable D1: Document Collection Tool status report for Reporting Period 1 (Base Year 2026), covering operational and technical status; issues arising or handled during the period; service and collection metrics; and risks, actions, and recommendations.

Acceptance Criteria A1: Accepted periodic report satisfying the KPI and Acceptance Criteria framework set out below.

Deliverable D2: Document Collection Tool status report for Reporting Period 2 (Option Year 2027), covering operational and technical status; issues arising or handled during the period; service and collection metrics; and risks, actions, and recommendations.

Acceptance Criteria A2: Accepted periodic report satisfying the KPI and Acceptance Criteria framework set out below.

Deliverable D3: Document Collection Tool status report for Reporting Period 3 (Option Year 2027), covering operational and technical status; issues arising or handled during the period; service and collection metrics; and risks, actions, and recommendations.

Acceptance Criteria A3: Accepted periodic report satisfying the KPI and Acceptance Criteria framework set out below.

Deliverable D4: Document Collection Tool status report for Reporting Period 4 (Option Year 2027), covering operational and technical status; issues arising or handled during the period; service and collection metrics; and risks, actions, and recommendations.

Acceptance Criteria A4: Accepted periodic report satisfying the KPI and Acceptance Criteria framework set out below.

Deliverable D5: Document Collection Tool status report for Reporting Period 5 (Option Year 2027), covering operational and technical status; issues arising or handled during the period; service and collection metrics; and risks, actions, and recommendations.

Acceptance Criteria A5: Accepted periodic report satisfying the KPI and Acceptance Criteria framework set out below.

Deliverable D6: Document Collection Tool status report for Reporting Period 6 (Option Year 2027), covering operational and technical status; issues arising or handled during the period; service and collection metrics; and risks, actions, and recommendations.

Acceptance Criteria A6: Accepted periodic report satisfying the KPI and Acceptance Criteria framework set out below.

Deliverable D7: Document Collection Tool status report for Reporting Period 7 (Option Year 2027), including a consolidated six-period trend assessment, covering operational and technical status; issues arising or handled during the period; service and collection metrics; and risks, actions, and recommendations.

Acceptance Criteria A7: Accepted final periodic report and consolidated six-period analysis satisfying the KPI and Acceptance Criteria framework set out below.

Required Content of Each Deliverable (Deliverables D1–D7)

Each deliverable shall contain, as a minimum:

1. Executive summary and overall RAG status.

2. Availability and operational status of the Document Collection Tool.

3. Status of its components, interfaces, collectors, repositories, and scheduled jobs.

4. Issues opened, resolved, outstanding, or carried forward during the reporting period.

5. Incident impact, root cause, corrective action, owner, and target resolution date.

6. Collection metrics for the reporting period.

7. Comparison against the previous period and applicable targets.

8. Identified risks, dependencies, constraints, and recommended actions.

9. Traceability to supporting monitoring, ticketing, and collection records.

10. Purchaser decisions or support required.

KPIs and Acceptance Criteria (Deliverables D1–D7)

Timely Submission: Measurement: Submission date compared with the contractual due date. Target: 100% on time. Acceptance Criteria: Deliverable submitted by the agreed deadline.

Reporting-Period Coverage: Measurement: Days covered ÷ total days in the reporting period × 100. Target: 100%. Acceptance Criteria: Entire reporting period is covered, with gaps explicitly explained.

Required-Content Completeness: Measurement: Completed mandatory sections ÷ required sections × 100. Target: 100%. Acceptance Criteria: All required sections and annexes are present and populated.

Tool Status Coverage: Measurement: Reported tool components ÷ components in the agreed reporting baseline × 100. Target: 100%. Acceptance Criteria: Status is provided for every agreed component, interface, collector, and scheduled process.

Status Accuracy: Measurement: Correct status records ÷ sampled status records × 100. Target: ≥98%. Acceptance Criteria: Reported status reconciles with monitoring and operational records.

Tool Availability Reporting: Measurement: Available service time ÷ scheduled service time × 100. Target: Report actual; target established in SLA. Acceptance Criteria: Availability is calculated correctly, exclusions are identified, and evidence is provided.

Collection-Job Success Rate: Measurement: Successfully completed collection jobs ÷ scheduled collection jobs × 100. Target: ≥98%, unless otherwise agreed. Acceptance Criteria: Successful, failed, retried, and cancelled jobs reconcile to platform records.

Document Collection Success Rate: Measurement: Successfully collected documents ÷ documents attempted × 100. Target: ≥98%. Acceptance Criteria: Volumes reconcile with logs; failed and rejected documents are classified.

Processing Success Rate: Measurement: Documents successfully processed or ingested ÷ documents collected × 100. Target: ≥98%. Acceptance Criteria: Processing failures and exclusions are quantified and explained.

Collection Timeliness: Measurement: Documents collected within the agreed collection window ÷ documents due for collection × 100. Target: ≥95%. Acceptance Criteria: Delayed collections are identified, quantified, and linked to causes or issues.

Duplicate-Document Rate: Measurement: Duplicate documents detected ÷ documents collected × 100. Target: ≤2%, or agreed baseline. Acceptance Criteria: Duplicate calculation is reproducible and material trends are explained.

Error Rate: Measurement: Failed collection or processing transactions ÷ total attempted transactions × 100. Target: ≤2%. Acceptance Criteria: Errors are categorized by source, severity, cause, and corrective action.

Issue-Record Completeness: Measurement: Issues containing required fields ÷ issues recorded during the period × 100. Target: 100%. Acceptance Criteria: Each issue includes identifier, description, severity, dates, impact, owner, status, and target resolution date.

Issue Capture Completeness: Measurement: Issues in report ÷ issues in authoritative ticket register × 100. Target: 100%. Acceptance Criteria: All relevant issues opened, active, or closed during the period are included.

Critical/High Issue Notification: Measurement: Critical/high issues notified within contractual notification time ÷ total critical/high issues × 100. Target: 100%. Acceptance Criteria: Evidence demonstrates that all critical/high issues were notified on time.

Issue Resolution Performance: Measurement: Issues resolved within applicable SLA ÷ issues due for resolution × 100. Target: ≥95%. Acceptance Criteria: Resolution dates and SLA calculations reconcile with the ticketing system.

Root-Cause Coverage: Measurement: Major or recurring issues with documented root-cause analysis ÷ major or recurring issues requiring analysis × 100. Target: 100%. Acceptance Criteria: Root cause, corrective action, preventive action, and owner are documented.

Outstanding-Action Control: Measurement: Open actions with owner and due date ÷ total open actions × 100. Target: 100%. Acceptance Criteria: All open actions have an accountable owner, target date, and current status.

Metric Traceability: Measurement: Reported metrics traceable to an authoritative source ÷ total reported metrics × 100. Target: 100%. Acceptance Criteria: Each metric identifies its source, measurement period, calculation, and applicable exclusions.

Metric Reconciliation Accuracy: Measurement: Metrics matching source evidence ÷ metrics sampled × 100. Target: ≥98%. Acceptance Criteria: No material discrepancy between the report, logs, dashboards, and ticket records.

Trend Analysis Completeness: Measurement: Required metrics containing prior-period comparison ÷ required trend metrics × 100. Target: 100%. Acceptance Criteria: Trends, significant deviations, and likely causes are explained.

Risk Reporting Completeness: Measurement: Material risks reported with rating, owner, mitigation, and due date ÷ identified material risks × 100. Target: 100%. Acceptance Criteria: All material risks and dependencies are actionable and traceable.

Purchaser Review Findings: Measurement: Major findings identified during Purchaser review. Target: 0 major findings. Acceptance Criteria: No unresolved major error, omission, or unsupported conclusion remains.

Review Comment Closure: Measurement: Review comments satisfactorily resolved ÷ comments raised × 100. Target: 100%. Acceptance Criteria: All comments are resolved or formally accepted as deferred by the Purchaser.

Severity Definitions

Critical: The report cannot support operational oversight or contains materially incorrect information.

Major: A required section, metric, issue, or evidence set is missing or materially inaccurate.

Minor: A limited error that does not materially affect the report's conclusions or usability.

Deliverable-Specific Application

D1: Reporting Scope: Reporting Period 1. Minimum Acceptance Requirement: Accepted periodic report satisfying the KPI framework. Proposed Payment: 14.3%.

D2: Reporting Scope: Reporting Period 2. Minimum Acceptance Requirement: Accepted periodic report satisfying the KPI framework. Proposed Payment: 14.3%.

D3: Reporting Scope: Reporting Period 3. Minimum Acceptance Requirement: Accepted periodic report satisfying the KPI framework. Proposed Payment: 14.3%.

D4: Reporting Scope: Reporting Period 4. Minimum Acceptance Requirement: Accepted periodic report satisfying the KPI framework. Proposed Payment: 14.3%.

D5: Reporting Scope: Reporting Period 5. Minimum Acceptance Requirement: Accepted periodic report satisfying the KPI framework. Proposed Payment: 14.3%.

D6: Reporting Scope: Reporting Period 6. Minimum Acceptance Requirement: Accepted periodic report satisfying the KPI framework. Proposed Payment: 14.3%.

D7: Reporting Scope: Reporting Period 7, including consolidated trend assessment. Minimum Acceptance Requirement: Accepted final periodic report and consolidated six-period analysis. Proposed Payment: 14.2%.

Total: 100%

4. SCHEDULE OF PAYMENT

This task order will be active immediately after signing of the contract by both parties.

The period of performance is as soon as possible but not later than 15 October 2026 (tentative) and will end no later than 31 December 2027.

Payments shall be dependent upon the successful acceptance of each deliverable, whereby performance will be assessed based on identified KPIs.

All invoices shall be accompanied with a Delivery Acceptance Sheet (DAS) signed by the Contractor and project authority.

T0 is the start of Contractor's work (estimated NLT 01 October 2026).

Payment Calculation: Payable Amount for Deliverable D = Deliverable Price (D) × Quality Factor (D) × Timeliness Factor (D).

Quality Factor

Fully Accepted: Conditions: All mandatory criteria met; no major findings. Quality Factor: 1.00.

Accepted with Minor Corrections: Conditions: No critical or major findings; limited minor findings that do not affect operational use. Quality Factor: 0.95.

Conditionally Accepted: Conditions: One or more major findings, but report remains partially usable and correction is agreed. Quality Factor: 0.80.

Rejected: Conditions: Critical finding, materially unreliable metrics, missing mandatory content, or absence of evidence. Quality Factor: 0.00.

Timeliness Factor

On or Before Due Date: Timeliness Factor: 1.00.

1–2 Working Days Late: Timeliness Factor: 0.98.

3–5 Working Days Late: Timeliness Factor: 0.95.

More than 5 Working Days Late: Timeliness Factor: 0.90.

More than 10 Working Days Late: Rejection or payment hold pending Purchaser decision.

A delay caused by the Purchaser, an approved change, or an accepted force-majeure event should not reduce the timeliness factor.

Acceptance Process

1. The Contractor submits the deliverable with its supporting evidence by the contractual due date.

2. The Purchaser performs its review within 10 working days.

3. The Purchaser accepts, conditionally accepts, or rejects the deliverable and provides consolidated comments.

4. The Contractor corrects identified deficiencies within: 2 working days for critical findings; 5 working days for major findings; 10 working days for minor findings, unless otherwise agreed.

5. The Purchaser reviews the corrected version within 5 working days.

6. Payment becomes due following formal acceptance.

7. Conditional acceptance does not waive the Contractor's obligation to correct outstanding deficiencies.

8. Rejected deliverables attract no payment until corrected and formally accepted.

2026 Baseline: 15 October to 31 December 2026

D1: Expected Timeline: T0+1 months. Acceptance Criteria: As per Section 5.

2027 Baseline: 1 January to 31 December 2027

D2: Expected Timeline: T0+3 months. Acceptance Criteria: As per Section 5.

D3: Expected Timeline: T0+5 months. Acceptance Criteria: As per Section 5.

D4: Expected Timeline: T0+7 months. Acceptance Criteria: As per Section 5.

D5: Expected Timeline: T0+9 months. Acceptance Criteria: As per Section 5.

D6: Expected Timeline: T0+11 months. Acceptance Criteria: As per Section 5.

D7: Expected Timeline: T0+13 months. Acceptance Criteria: As per Section 5.

5. ACCEPTANCE CRITERIA

General (apply to all deliverables)

All activities follow the pre-defined and approved scope.

No critical or high-severity defects remain open; medium/low issues are documented with a resolution plan.

All work is documented (approach, scripts, configuration, test evidence) and handed over to internal staff.

Internal product owner / project lead has reviewed and formally signed off (email or formal acceptance document), confirming that the report is sufficiently accurate, complete, and reliable for operational and management decision-making.

It is submitted in the agreed format and by the agreed deadline.

It covers the complete reporting period.

All mandatory sections are complete.

All relevant tool components and interfaces have a reported status.

All issues are reconciled against the authoritative ticket register.

All metrics are reproducible and traceable to supporting evidence.

Material deviations and adverse trends are explained.

Risks and actions have owners and due dates.

All Purchaser comments have been addressed or formally deferred.

Deliverables D1–D7: Document Collection Tool Status

All current Collection Tool issues are captured and stored in an agreed repository and reviewed by internal staff.

All Collection Tool data statistics and analytics are documented in an agreed format (Word) and reviewed by internal staff.

6. PRACTICAL ARRANGEMENTS

The services should be delivered 100% off-site.

Access to the relevant NCIA networks and software will be established as needed.

The services will be delivered during normal office hours following the NCIA The Hague calendar, as well as outside office hours and on weekends, if necessary.

The Contractor personnel will be part of a team under the supervision of the NCIA (project manager).

The NCIA project team and the Contractor personnel will have regular meetings to review progress, address issues, and make necessary adjustments to the processes or production methodology. The meetings will be via electronic means using Conference Call capabilities, according to the NCIA project manager's instructions.

The Contractor personnel shall establish a continuous feedback loop to gather input from all stakeholders for ongoing improvements and their subsequent implementation depending on NCIA approval.

The Contractor personnel shall use a shared dashboard or tool to track the status of the deliverables and any issues.

7. SECURITY

All Contractor personnel / Sub-contractors shall be aware of all security rules pertaining to the handling of NATO classified information.

Personnel Security Clearance (PSC)

A PSC, at the NATO SECRET level, which is valid for the contractual period is required for the contractor personnel performing the contractual duties to access NATO Classified information. 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.

Have acknowledged their responsibilities either in writing or an equivalent method which ensures non-repudiation.

8. INTELLECTUAL PROPERTY RIGHTS

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

9. TRAVEL

This Task Order requires scheduled travel as detailed above, consisting of up to 2 visits to NCIA The Hague or SHAPE, Mons for a maximum of 2 working days each visit. The travel, lodging and associated expenses for travel are included in the price of the bid (NTE), such that the purchaser shall not be invoiced.

Extraordinary Travel (Purchaser Directed Travel) may be required to other NATO or non-NATO locations as necessary. In the event of such unforeseen travel being called, the cost of all travel and subsistence will be addressed through a contract amendment.

Extraordinary Travel expenses will be reimbursed in accordance with Article 5.5 of AAS+ Framework Contract. Such costs will be set as a separate PO line with a not-to-exceed value to cover and reimburse actual expenses upon submission of all receipts and invoices in line with NCIA processes.

10. QUALIFICATIONS

[See Requirements]

11. GENERAL PROVISIONS

A sole contractor personnel must deliver these services. In the event that the contractor personnel leaves during the contract period, a new contractor personnel, who has the proven required qualifications and is evaluated qualified and suitable, shall replace him/her. The leaving contractor personnel shall provide to the new contractor personnel a training and handover of the performed history of the project. All normal NCIA Terms and Conditions apply.

NCIA Recognised Business Hours/Holidays

NCIA-The Hague official holiday schedule applies and will be provided to the contractor personnel.

NCIA Hours of Operations: Monday to Thursday 0830–1700 and Friday 0830–1500 (CET).

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

Access to relevant networks can be provided by NCIA as agreed.

Requirements

7. SECURITY

• A PSC, at the NATO SECRET level, which is valid for the contractual period is required for the contractor personnel performing the contractual duties to access NATO Classified information.

10. QUALIFICATIONS

Required:

• The candidate must have an understanding of current space capabilities, particularly focused on space-based ISR.
• The candidate must have at least 5 years of experience in multi-mission planning using orbit and sensor modelling.
• The candidate must have excellent spoken and written English communication and presentation skills, as demonstrated by recent experience (within the past 5 years).
• The candidate must have recent experience developing and operating space ISR collection tools with national and multinational clients.
• The candidate must have proficiency in GIS and web map libraries.
• The candidate must have experience with protocols for integrating multiple commercial ISR providers' collection capabilities.
• The candidate must demonstrate the ability and self-motivation to work independently but must also work well within groups as part of a team.
• The candidate must demonstrate an ability and keen sense for problem-solving.
• The candidate must have NATO and/or military experience.
• The candidate must be motivated, have good communication skills, and be a team player.
• The candidate must be able to work independently with minimal supervision.
• The candidate must have advanced research and analytical skills.

Desirable:

• Knowledge of NATO or National intelligence processes is desirable.