2026-0039 Intelligence Functional Services Data Migration (NS) - TUE 28 Apr

Bidding Instructions: Technical Proposal

1. Bidders shall include in the Technical Proposal:

a. CV of candidate, focusing on qualifications defined section 10 in 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 section 10 justified by relevant (project) experience to carry out the work listed section 3 in the Statement of work.

Deadline Date: Tuesday 28 April 2026

Requirement: Intelligence Functional Services (INTEL-FS) Data Migration

Location: The Hague, NL

Full Time On-Site: Yes

Time On-Site: 100%

Period of Performance: 2026: 1 June – 31 December

Required Security Clearance: NATO SECRET

1. INTRODUCTION

The JISR Centre’s (JISRC) Vision is to assure information superiority for NATO. Our Mission is to deliver, support and protect valued Intelligence, Surveillance and Reconnaissance (ISR) capabilities, expertise and services, to maximize operational effectiveness for NATO.

Part of the JISRC portfolio is the delivery of the Intelligence Functional Services Spiral 2 (INTEL-FS SP2) project to all headquarters of the Allied Command Operations (ACO) and its missions. This includes the migration of the dataset of its predecessor, INTEL-FS SP1, into SP2. The migration strategy—covering scope, sequencing, and transformation logic—has already been defined. The objective of this engagement is to perform test runs, refine scripts, complete validated data transfer, and ensure post-migration integrity and performance.

NCIA invites qualified vendors to submit quotations for the execution phase of this database migration project. The migration plan and mapping documentation have been completed in-house. The selected vendor will lead the technical execution of the migration activities, in collaboration with internal staff, under a deliverable-based contract.

2. SCOPE OF WORK

The contractor will be responsible for executing and validating the migration process according to the approved migration plan. Specific tasks include:

• Conducting a dry-run migration to verify end-to-end workflow and uncover potential issues.
• Refining migration scripts and parameters to ensure accuracy, efficiency, and error handling.
• Performing pre-migration backup and system validation, confirming backup completeness and integrity.
• Executing the live migration in coordination with internal teams.
• Conducting post-migration data validation and reporting any discrepancies.
• Leading discrepancy resolution and implementing necessary corrections.
• Conducting performance tuning and optimization of queries and database configurations after migration completion.

3. DELIVERABLES

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

1. Deliverable 1 – Dry-Run & Script Refinement Report

• Completion of dry-run migration.
• Updated scripts and parameters.
• Documented results and known issues.

2. Deliverable 2 – Pre-Migration Backup & Validation Certification

• Validated and documented backups of all relevant databases.
• Confirmation of readiness for live migration.

3. Deliverable 3 – Live Migration Completion Report

• Executed migration with no critical errors.
• Delivery of migration logs and checkpoint records.

4. Deliverable 4 – Post-Migration Data Validation Report

• Data validation results showing record counts, field-level comparisons, and discrepancy analysis.
• All identified discrepancies logged and categorized for action.

5. Deliverable 5 – Discrepancy Resolution & Performance Optimization Summary

• Verified resolution of discrepancies.
• Performance tuning adjustments and validation metrics.
• Final acceptance sign-off from internal project lead.

4. COLLABORATION AND OVERSIGHT

The project will be executed in conjunction with the JISRC INTEL-FS SP2 team. While access, guidance, and oversight will be provided by internal staff, the vendor holds full responsibility for achieving the outcomes defined in the deliverables.

5. 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 1st June 2026 and will end no later than 31 December 2026.

Payments shall be dependent upon the successful acceptance of each deliverable.

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

In 2026, the following deliverables are expected from the service as set in this statement of work: T0 is the start of Contractor’s work (estimated NLT 1 June 2026). The following deliverables are expected from the work on this statement of work:

2026 Baseline: 1 June to 31 December 2026

Deliverable 01:

Timelines: T0+1 months

Acceptance Criteria: As per Section 6

Deliverable 02:

Timelines: T0+2 months

Acceptance Criteria: As per Section 6

Deliverable 03:

Timelines: T0+3 months

Acceptance Criteria: As per Section 6

Deliverable 04:

Timelines: T0+4 months

Acceptance Criteria: As per Section 6

Deliverable 05:

Timelines: T0+5 months

Acceptance Criteria: As per Section 6

6. ACCEPTANCE CRITERIA

1. General (apply to all deliverables)

• All activities follow the approved migration plan and agreed 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).

2. Dry-run & script refinement

• Dry-run completes without critical failures and within the agreed execution window.
• All migration scripts run end to end with automated error handling and logging.
• Differences between source and target identified in the dry run are analysed and explained (true discrepancies vs. expected changes).
• Updated scripts and configuration are stored in the agreed repository and reviewed by internal technical staff.

3. Pre migration backup & validation

• Full back-up of all in scope databases completed successfully.
• Restore test performed on a non-production environment to prove the backup is restorable and consistent.
• Backup location, encryption, and retention comply with your security and compliance policies.
• A backup and validation report is produced, reviewed, and explicitly approved as “go live ready”.

4. Live migration execution

• Live migration completes within the agreed maintenance / downtime window.
• No unplanned data loss, schema loss, or corruption occurs.
• All critical migration logs (start/end times, processed counts, error logs) are captured and stored.
• Rollback criteria and strategy are confirmed before starting; no rollback is required, or, if triggered, it works as designed.

5. Post migration data validation

• Record counts for all in scope entities match between source (at freeze time) and target within an agreed tolerance (typically 100% unless specified otherwise).
• Referential integrity, constraints, and indexes in the target database are valid with no orphaned or broken relationships.
• Spot checks and/or automated comparisons on agreed critical tables/fields confirm correctness of values and transformations.
• Business critical queries and reports produce expected results when run on the new system.

6. Discrepancy resolution

• All discrepancies found during validation are logged in a shared register with root cause, resolution action, and status.
• All high and medium impact discrepancies are resolved and re validated before final acceptance; any remaining low impact issues are documented and accepted as known limitations.
• No unresolved discrepancies block business critical processes or regulatory reporting.

7. Performance tuning and optimization

• Key queries, reports, and workflows meet or exceed agreed performance thresholds (for example: “95% of priority queries complete within X seconds under normal load”).
• Database resource usage (CPU, memory, I/O) is within agreed operational limits under expected load.
• Any new indexes, configuration changes, or tuning measures are documented and handed over to operations.
• Performance tests are executed and the results reviewed and approved by internal stakeholders.

7. CONSTRAINTS

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

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

All developed solutions under this project will be property of the NCIA.

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

It will be required for the contractor access to Class II areas at NCIA facilities, therefore PSC at NATO SECRET level is required as from the start date of the contract.

9. TRAVEL

The contractor will not be requested to travel beyond the main location of NCIA The Hague.

10. QUALIFICATIONS

[See Requirements]

11. GENERAL PROVISIONS

It is anticipated that a sole contractor can deliver these services. 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 him/her. The leaving contractor shall provide to the new contractor 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.

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.

8. SECURITY

• It will be required for the contractor access to Class II areas at NCIA facilities, therefore PSC at NATO SECRET level is required as from the start date of the contract.

10. QUALIFICATIONS

The support for this service requires following qualifications:

• Experience executing database migrations for complex or sensitive systems.
• Expert in Postgresql and Microsoft SQL Server
• Knowledgeable / familiar with XSLT
• Comfortable using command line interfaces in Linux
• Deep understanding of data validation, reconciliation, and performance optimization.
• Proven ability to deliver results in a fixed, deliverable-based contract model.
• Proven ability to integrate and work in a multinational team.
• Fluent in Business English.