2025-0034 Product Portfolio Data Analysis and Reporting (NS) - MON 3 Mar

Deadline Date: Monday 3 March 2025

Requirement: Product Portfolio Data Analysis and Reporting

Location: The Hague, NL

Full Time On-Site: Yes (See Below)

Not to Exceed: 2025 BASE: 6,500 EUR/iteration (max.22 iterations x 6,500 EUR = 143,000 EUR total NTE)

2025 Travel OPTION: 600 EUR NTE/ TDY (maximum 10 TDYs x 600 EUR = 6000 EUR NTE for travel)

2026 – 2027 Options: Price will be determined by applying the price adjustment formula as outlined in CO-115786-AAS+ Special Provisions article 6.5

Period of Performance: As soon as possible not later than 14th April 2025 (tentative) – 31st December 2025 with possibility to exercise the following options:

• 2026 Option: 1st January 2026 until 31st December 2026

• 2027 Option: 1st January 2027 until 31st December 2027

Required Security Clearance: NATO Secret

Bidding Instructions

Bidders shall submit a proposal clearly providing the following information:

a. The proposed approach to address the required scope of work and the defined deliverables (maximum 10 pages, A4 size) with sufficient details to allow assessment for feasibility of the proposal. The proposal should address the minimum requirements from the Statement of work (Annex A). We expect the following key topics to be covered in each bid submission to ensure alignment with the project requirements:

• Clear understanding and approach for data modelling and integration. Demonstrate a structured methodology for integrating and managing datasets.

• Technical expertise in relevant tools and platforms. Proven experience with PowerBI.

• Proven ability to work in an Agile environment. Outline bidders experience with sprint-based execution, detailing how they will work independently while maintaining effective collaboration with stakeholders.

• Relevant portfolio of experience. Include examples of previous work in projects, services, and resource management. Bidder should demonstrate expertise in similar data analysis projects.

• Coordinating user stories and business needs. Demonstrate and provide examples of how they have worked with stakeholders to refine user stories and ensure the solution meets business needs.

• Communication and reporting approach. The role requires independent work, the proposal should specify how progress updates, reporting, and stakeholder communication will be handled. The bidder should provide an example of how they have previously delivered insights to non-technical stakeholders.

• Risk management and problem-solving capabilities. The proposal should outline potential risks (e.g., data inconsistencies, integration issues) and describe how the bidder will proactively mitigate them. The bidder should demonstrate a problem-solving mindset with examples of how they have successfully resolved data integration or analysis challenges in past projects.

• It will be considered an advantage if the bidder can provide case studies or references.

Provide evidence of successful implementation of data integration and analysis enhancements in past projects

b. To evaluate the qualifications and experience for this this contract, the Bidder should provide evidence of successfully delivering three similar projects within the last five years. Evidence should demonstrate proof of performance and be comparable in size and scope to the requirements of this role. Evidence should showcase the ability to manage data and reports, as well the ability to use Business Intelligence tools like SQL, PowerBI and dashboards delivered with Microsoft Excel.

c. CVs of the assigned resource(s) for the project with relevant experience regarding bullet points above.

d. It is up to the bidder to propose the size of the team that executes the work and produces the deliverables in the time line allocated. The Purchaser may accommodate a reasonable number of personnel at the current facilities.

e. The CVs shall clearly distinguish if the proposal is for Key Personnel or not. Relevant experience within NATO is considered as an advantage.

Award: Contract shall be awarded under the AAS Framework Contract – CO-115786- AAS+ - Market Place 1.

1 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 bidding company (hereafter referred to as the “Bidder”), as represented by one or more contractors (hereafter referred to as “the Contractor”) to the NATO Information and Communication Agency, as represented by the NATO Digital Workplace Centre (hereafter referred to as “the Client”). This document will serve as the basis for bidding and selection.

2 INTRODUCTION

The NATO Information and Communication Agency (NCIA) located The Hague, the Netherlands, is currently involved in the development and support of new and existing capabilities for NATO. In light of these activities, the NATO Digital Workplace Centre (NDWC), within the framework of its mandate, is adapting innovative and secure communications solutions for NATO staff across the Enterprise.

In order to improve the service delivered, NDWC is looking for Product Portfolio Data Analyst and Reporting support to monitor business performance, and to assist management in establishing and preserving clear definition for Service measures and metrics.

These tasks are all geared toward the realization of NDWC’s 2030 objectives. Specifically, the Lines of Efforts are the following:

- Design reports/ dashboards to help Chiefs, Product Owners, Service Delivery Managers (SDMs), Project Managers and other stakeholders understand business behavior, consolidated performance and trends

- Work with other business areas to build and integrate datasets, enabling automation in report generation and enhancing data analysis

- Provide daily reports for operational activities, weekly reports on SLA and Business trends and rolling monthly and quarterly reports on key business metrics.

The services shall be provided mainly at the NCIA offices in The Hague, but may involve some travel to other NATO and NCIA entities.

3 OBJECTIVES

The deliverables from the Statement of Work refer to tangible or intangible outputs of the Business Management strategy.

The main objectives of this Statement of Work can be summarized as follows:

i. Collect requirements and user stories from key stakeholders including Chiefs, Product Owners, SDMs, Project Managers and others

ii. Work independently to gather data from different domains and propose improvement to drive data integration and automation

iii. Design, generate and present data models, dashboards and reports using Power BI and Power Excel to enable NDWC to make data-driven decisions

iv. Deliver regular reporting to support day-to-day management

4 SCOPE OF WORK AND ASSOCIATED DELIVERABLES

This contract uses an iterative approach to delivering data analysis solutions is essential to foster both flexibility and adaptability in addressing evolving business needs. Each iteration will be two-weeks in duration and commence with the definition of a prioritized set of user stories ensuring a clear alignment with business objectives. Acceptance criteria will be addressed up front. These will be set in writing, prior to each iteration.

In addition to these planned deliverables, each iteration will allocate dedicated time to accommodate ad hoc data analyses, maintenance & quality control and other urgent requests. This ensures the contractor can address repeatable maintenance work, unanticipated needs or high-priority data analyses and quality control issues without disrupting the overall progress of the predefined work.

Maintenance work, quality control and ad hoc analyses will be weighed and prioritized in each iteration.

By integrating these activities into the iteration structure, this approach maintains both responsiveness and structured development.

This SoW covers the following epics:

4.1 SCOPE OF WORK AND ASSOCIATED DELIVERABLES

Effective business performance tracking ensures NDWC has clear visibility and control in the execution of its strategic objectives and covers business topics such as: financial health, resource allocation, cost management and other quantitative business assessments. These insights are essential for strategic decision-making, aligning financial & human resources with business priorities and ensuring we stay on the right course. The scope of user stories will cover, amongst others, the following areas:

• Budget analysis and monitoring

• Cost management and tracking

• Resource management and optimization

4.2 Product Portfolio Monitoring and Control

Monitoring and controlling the product portfolio provides a structured approach to evaluating SLA compliance, project outcomes, and service performance. This ensures NDWC meets business expectations and enables NDWC to match the correct resource allocation, both human and financial, with the right priorities. The scope of user stories will cover, amongst others, the following areas:

• SLA (Service Level Agreement) tracking and reporting

• Project performance tracking and reporting

• Service performance tracking and reporting

• Resource leveling and utilization

4.3 Maintenance and Quality Control

Maintenance and quality control underpin the reliability, availability and accessibility of data and reporting outputs. It ensures accurate insights and adaptability to changing business needs, thereby supporting effective monitoring and control of both the business performance and the product portfolio. The scope of user stories will cover, amongst others, the following areas:

• Creation and delivery of repeatable and automated reporting outputs

• Execution of repeatable technical tasks (e.g., data model maintenance, data refreshes)

• Addressing repeatable data-driven tasks (e.g., follow-up on data quality issues)

• Managing user access and control

• Conducting user training

• Implementing incremental improvements

• Developing automated data quality checks

5 TRAVEL

Given the nature of the work and the necessity for in-person collaboration, the contractor is required to reserve and include in the offer 10 options for two-day trips within Europe at a fixed price. These travel arrangements are crucial to ensuring the smooth execution of iteration tasks and facilitating timely and effective communication.

6 DELIVERABLES AND PAYMENT MILESTONES

The payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet (DAS) – (Annex B).

Payment will be provided based on these deliveries as indicated in the table.

Invoices shall be accompanied with a Delivery Acceptance Sheet (Annex B) signed by the Contractor and NDWC Business Manager.

The following deliverables are expected from the service on this statement of work for 2025 base:

Deliverable: 22 iterations, each including: user story collection & prioritization; development; output validation; maintenance & quality control; ad hoc data analyses outputs

Cost Ceiling: 22 X 6,500 EUR = 143,000 EUR

Payment Milestones: Upon successful completion of each second iteration and at the end of the work.

Deliverable: 10 options for two-day travel within Europe at a fixed price

Cost Ceiling: 10 X 600 EUR = 6,000 EUR

Payment Milestones: After travel completed.

6.1 2026 OPTION: period of performance 01 Jan 2026 to 31 December 2026

Deliverable: 26 iterations, each including: user story collection & prioritization; development; output validation; maintenance & quality control; ad hoc data analyses outputs

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: Upon successful completion of each second iteration and at the end of the work.

Deliverable: 12 options for two-day travel within Europe at a fixed price

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: After travel completed.

6.2 2027 OPTION: period of performance 01 Jan 2027 to 31 December 2027

Deliverable: 26 iterations, each including: user story collection & prioritization; development; output validation; maintenance & quality control; ad hoc data analyses outputs

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: Upon successful completion of each second iteration and at the end of the work.

Deliverable: 12 options for two-day travel within Europe at a fixed price

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: After travel completed.

7 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 than 14th April (tentative) 2025 and will end no later than 31 December 2025.

In case options will be exercised, period of performance is from 01 January 2026 until 31 December 2026, respectively from 01 January 2027 until 31 December 2027.

8 CONSTRAINTS

All the deliverables in this statement of work shall use the Client’s templates or templates agreed with the NDWC Chief.

All project work package material shall be stored on the Client’s SharePoint Portal.

To complete the deliverables, the Contractor will be provided:

• Network access to NR and NS

• Microsoft Office platform

• Power BI platform

The resources providing services under this SOW is/are required to hold a valid NATO SECRET security clearance provided by national security organization valid at the time of submission of the bid and covering the period of contract.

9 PRACTICAL ARRANGEMENTS

The assigned resource(s) shall be required to provide services on‐site at the NCI Agency in The Hague, the Netherlands.

The resource(s) will provide services under the direction and guidance of the NDWC Business Manager or their designated representative.

The NCI Agency will provide the assigned resource(s) with access to the internal systems and business tools as required.

Travel outside of the country will be required. Travel requests must be made in writing to the NDWC Business Manager at least two working days ahead of the desired date of travel. Travel costs will be reimbursed after travel is complete, as per the deliverables in section 4.1.1. above.

10 NON-PERFORMANCE AND REMEDIES

10.1 Performance Reviews:

At the conclusion of each iteration, a performance review will be conducted. This review will evaluate the contractor's work against the defined objectives and deliverables for the iteration. The performance review aims to ensure that the project is on track, identify any areas for improvement, and provide constructive feedback to enhance future performance.

10.2 Quality Assurance and Rework

If a deliverable does not meet the agreed-upon quality standards or fails to pass the acceptance criteria, the Client will be allowed to request two rounds of revisions, if necessary.

If after two rounds of revision, the deliverable still does not meet the quality standards, the Client will reject the deliverable and withhold payment accordingly.

10.3 Escalation Process

In case of repeated delays or quality issues, the following escalation process will be initiated:

10.3.1 First Warning:

A formal written notice will be issued to the Contractor, outlining the issue and requesting immediate corrective action.

10.3.2 Second Warning:

If the problem persists, a second formal notice will be sent to the Contractor and the Bidder, outlining the issue and requesting immediate corrective action.

10.4 Termination for Non-Performance

The Client reserves the right to terminate the contract at any time for non-performance, including but not limited to failure to meet agreed deadlines or failure to meet agreed quality standards. In case of termination, the Contractor will only be compensated for the deliverables that have been completed and accepted. Any incomplete or rejected deliverables will not be compensated.

Requirements

Bidders shall submit a proposal clearly providing the following information:

a. The proposed approach to address the required scope of work and the defined deliverables (maximum 10 pages, A4 size) with sufficient details to allow assessment for feasibility of the proposal. The proposal should address the minimum requirements from the Statement of work (Annex A). We expect the following key topics to be covered in each bid submission to ensure alignment with the project requirements:

• Clear understanding and approach for data modelling and integration. Demonstrate a structured methodology for integrating and managing datasets.

• Technical expertise in relevant tools and platforms. Proven experience with PowerBI.

• Proven ability to work in an Agile environment. Outline bidders experience with sprint-based execution, detailing how they will work independently while maintaining effective collaboration with stakeholders.

• Relevant portfolio of experience. Include examples of previous work in projects, services, and resource management. Bidder should demonstrate expertise in similar data analysis projects.

• Coordinating user stories and business needs. Demonstrate and provide examples of how they have worked with stakeholders to refine user stories and ensure the solution meets business needs.

• Communication and reporting approach. The role requires independent work, the proposal should specify how progress updates, reporting, and stakeholder communication will be handled. The bidder should provide an example of how they have previously delivered insights to non-technical stakeholders.

• Risk management and problem-solving capabilities. The proposal should outline potential risks (e.g., data inconsistencies, integration issues) and describe how the bidder will proactively mitigate them. The bidder should demonstrate a problem-solving mindset with examples of how they have successfully resolved data integration or analysis challenges in past projects.

• It will be considered an advantage if the bidder can provide case studies or references.

Provide evidence of successful implementation of data integration and analysis enhancements in past projects

b. To evaluate the qualifications and experience for this this contract, the Bidder should provide evidence of successfully delivering three similar projects within the last five years. Evidence should demonstrate proof of performance and be comparable in size and scope to the requirements of this role. Evidence should showcase the ability to manage data and reports, as well the ability to use Business Intelligence tools like SQL, PowerBI and dashboards delivered with Microsoft Excel.

c. CVs of the assigned resource(s) for the project with relevant experience regarding bullet points above.

d. It is up to the bidder to propose the size of the team that executes the work and produces the deliverables in the time line allocated. The Purchaser may accommodate a reasonable number of personnel at the current facilities.

e. The CVs shall clearly distinguish if the proposal is for Key Personnel or not. Relevant experience within NATO is considered as an advantage.