Deadline Date:
Tuesday 23 September 2025
Requirement:
Technical Support for Digital Events
Location:
The Hague, NETHERLANDS
Full Time On-Site:
Yes
Time On-Site:
100%
Not to Exceed:
2025 BASE NTE: 17,482 EUR (NTE per deliverable can be found in the table as per Para 4)
2026, 2027 and 2028 Options
Period of Performance:
2025 BASE: 20 October 2025
Required Security Clearance:
NATO SECRET
Please do NOT
apply for any NATO contract positions unless you meet ALL the following criteria:
- Current National or NATO SECRET clearance
- Nationality of one of the NATO member countries
- Current work visa for the specific location if applying for an in-country position
Any applications that do NOT meet all the above - and do not CLEARLY show these on the CV - will be deleted.
Purpose:
The purpose of this Statement of Work (SOW) is to provide an outline of deliverables and performance expectations for the services to be rendered by the Contractor(s). This document will serve as the basis for Contractor bidding and selection. Contractors are expected to submit proposals based on their ability to meet the outlined deliverables within the specified timelines.
Introduction:
- To strengthen the Alliance through connecting its forces, the NATO Communications and Information Agency (NCIA) delivers secure, coherent, cost effective and interoperable communications and information systems in support of consultation, command & control and enabling intelligence, surveillance and reconnaissance capabilities, for NATO, where and when required. It includes IT support to the Alliance's business processes (to include provision of IT shared services) to the NATO HQ, the Command Structure and NATO Agencies.
- NATO Digital Workplace Centre (NDWC) is accountable to the General Manager for the consolidated Agency consultation and collaboration services that comprise the current Digital Workplace, covering the operational NATO services, across all content classifications and security domains, for desktop computing, mail, instant messaging, video teleconference (VTC), content services platforms, telephony, printing and mobility services. Responsibilities also cover the organisation and support of all digital events, meetings and large-scale conferences for both the Agency and NATO stakeholders. Furthermore, the NDWC also has the responsibility for driving the future roadmaps of these services across the NATO Enterprise to enable a NATO Digital Workplace through new services.
- The NDWC is led from its headquarter location in the Agency campus in The Hague (The Netherlands). The majority of the technical staff and technical capabilities are located in Agency facilities in Brussels, Mons, Braine L'Alleud (Belgium) and Oeiras (Portugal). Within the Digital Events Services group, the NDWC Digital Events team is responsible for the organization of digital and hybrid events such as webcasts, webinars, workshops, digital broadcasting and audio-video conferencing. The events vary in scale and they might include internal, external or a mixed group of participants. The Digital Events team actively supports customers through event planning and management, coordination of communications, real-time technical support and orchestration, analytics and reporting.
Under the direction of the Digital Events Manager and Digital Events Planner, the requirements for this support are the following:
- Support Digital Events services in streaming live digital events
- Set up and manage the AV infrastructure for digital meetings and events: from AV equipment to streaming and recording
- Technical support for digital events; establishing digital connections on multiple networks and on multiple sites
- Prepare and manage a (mobile) streaming studio including video walls, green screen, etc.
- Support CISCO WebEx, MS Teams and other event/meeting platforms for Digital/Hybrid Events
- Provide onsite support services in NCIA The Hague and at event locations as required
- Due to the nature of the services, which depends on evolving operational demands, this contract focuses on continuous service availability, quality of delivery, and readiness rather than the quantity of events delivered. The contractor must remain available to execute services upon request and will be assessed
based on deliverables performed. - Deliverables are estimated to be provided in monthly cycles. The content and scope of each cycle is related to the deliverables below and they will be agreed with the Services manager and the technical lead during the planning meeting. During the planning meeting, the parties will agree upon quality standards and fails to pass acceptance criteria. These will be documented in writing.
- Payment schedule will be according to the payment milestones upon completion of the respective deliverable. Upon completion and validation of each deliverable and at the end of the monthly milestone, following the acceptance of the deliverable report (Delivery Acceptance Sheet (DAS) - (Annex A)).
- The payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet (DAS) - (Annex A).
- Invoices shall be accompanied with a Delivery Acceptance Sheet (Annex A) signed by the Contractor and
the project authority.
Performance Monitoring and Reporting:
Regular reviews will be conducted to ensure the Contractor is on track to meet deadlines and deliverables. If performance issues are identified, the following measures will be taken:
- Bi-Weekly Status Updates: The Contractor will provide updates on progress towards each deliverable.
Any risks or potential delays must be flagged immediately. - Performance Reviews: Monthly performance reviews will assess the Contractor's progress, adherence
to timelines, and the quality of deliverables.
Practical Arrangements:
Place of Performance:
- The contractor will be required to provide services onsite in The Hague during this engagement.
- Occasionally, following the agreement of the Event Manager and Event Planner, Lead and depending at the ongoing activities, the services can be provided in other locations and occasional travel will occur. During those instances, occasional work outside of office hours will occur.
- If this occurs deliverable price remains unchanged.
- NCIA Recognized Business hours/Holidays
- Duty location official holiday schedule applies and will be provided to the contractor.
- NCIA Hours of Operations:
- Monday to Thursday 0830 - 1730 and Friday 0830 - 1530 (CET)
The consultancy support for these services require Contractors to demonstrate the following:
- 5+ years experience working with AV/VTC projects
- 5+ years experience working with hybrid and digital events for international/military organizations
- Technical knowledge of operating the AV infrastructure for digital meetings and events; from AV equipment to streaming and recording
- Ability to independently write, plan and execute a full AV implementation plan for digital events
- Preferred experience in leading a technical team during digital/hybrid events
- Knowledge of Software used for online meetings/events such as, but not limited to: Industry standard collaboration services (CISCO WebEx, Poly, Microsoft Teams, Skype, etc.);
- Excellent communication skills
- Language Proficiency in English