2025-0278 Support for Microsoft Power Business Intelligence (NS) - FRI 12 Sep

Deadline Date: Friday 12 September 2025

Requirement: Support for Microsoft Power Business Intelligence

Location: Braine-lAlleud BE

Full Time On-Site: No

Time On-Site: 30%

Period of Performance: 2025 Base: As soon as possible but not later than 1 OCT 2025 31 DEC 2025 with the possibility to exercise following options:

2026 option 1: 1 JAN 2026 30 APR 2026

2026 option 2: 1 MAY 2026 31 DEC 2026

Required Security Clearance: NATO SECRET

1. INTRODUCTION

1.1 To strengthen the Alliance through connecting its forces the 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 Alliances business processes (to include provision of IT shared services) to the NATO HQ the Command Structure and NATO Agencies.

1.2 The NATO Business Application Centre (NBAC) as part of the NCIA and in line with the Agencys Charter and its Cloud broker role is to provide Business Applications Capabilities & Services to the Agency and across NATO Enterprise and ensure their harmonization rationalisation and coherence with the aim to enable overall efficient day-to-day operations support transparency and foster internal control.

1.3 In the light of these activities NBAC (hereafter referred to as the Purchaser) is seeking Microsoft Power Business Intelligence support to contribute to the NBAC Business Area the Analytics and Core Business Applications Branch. This service will aim to support multiple ongoing BI initiatives and will focus on working closely with stakeholders to clarify incomplete or evolving requirements translating them into clear functional specifications and supporting the development of a set of PBI Dashboards.

1.4 The Contractor is expected to primarily support BI development by contributing to the design modelling and build of Power BI dashboards ensuring they are performant accurate and aligned with stakeholder expectations. Alongside this the Contractor will provide business analysis support by engaging with stakeholders to refine requirements documenting them into clear specifications and assisting in validation activities through data checks and dashboard testing. The service will therefore combine hands-on BI development (approximately two-thirds of the effort) with targeted business analysis (about one-third) to both accelerate delivery and ensure solution quality.

1.5 The service shall bring strong analytical and communication capabilities together with proven experience in creating PBI dashboards rich with KPIs (design and modelling) in the area of Finance Procurement Project and Asset Management.

2. OBJECTIVES

2.1 The Analytics and Core Business Applications is a Branch in NATO Business Application Centre (NBAC) consisting of multiple flavours. It provides technical architectural and operational support for enterprise business applications and data analytics platforms; and enables business users to access interpret and leverage data-driven insights across NATO entities including ACO NATO HQ and the NCIA.

2.2 The work depicted in this SOW is expected to be carried by a SINGLE RESOURCE and aims to enhance the support model for NBAC Analytics and Core Business Applications focusing on the data pipelines development data modelling data integration and end-user enablement.

3. SCOPE OF WORK

3.1 Under the direction / guidance of the local NCIA Point of Contact or NBAC Analytics and Core Business Application Head the contractor will support the following:

3.1.1 Develop Power BI Dashboards and Reports

• design and build a set of interactive dashboards in Power BI Desktop following specifications provided by the Purchaser. Dashboards are expected to provide clear insights intuitive navigation and alignment with stakeholder reporting needs;
• deliverables should directly support decision-making in Finance Procurement Project and Asset Management domains;
• where appropriate create mock-ups or wireframes of dashboards and reports to validate design choices with stakeholders before full development. This ensures clarity of expectations and reduces rework.

3.1.2 Implementation of Data Models and Measures

• support the design creation and optimization of Power BI data sets including relationships and measures to ensure accurate KPI calculations;
• apply best practices to optimize refresh times maintain integrity and ensure scalability of solutions.

3.1.3 Application of Visualization and Performance Standards

• apply recognized best practices in layout usability and performance tuning. Dashboards should be consistent in look-and-feel easy to interpret and responsive under normal usage conditions.

3.1.4 Delivery of Documentation and User Guidance

• prepare lightweight but clear documentation describing the data model key measures and visual design logic;
• where appropriate short user navigation guides will also be produced to support adoption and knowledge transfer.

3.1.5 Production of Functional Specifications and User Stories

• translate clarified business needs into structured functional specifications user stories and acceptance criteria that can be directly used by developers. These outputs will serve as the basis for development ensuring requirements are testable traceable and prioritized.

3.1.6 Support Testing and Validation Activities

• support the preparation of test cases for BI deliverables including validation of critical data sets and KPIs;
• assist the project team and stakeholders in validating deliverables against requirements;
• conduct basic SQL-based data checks and participate in dashboard walkthroughs to confirm the accuracy and completeness of outputs ensuring that business expectations are reflected in both the data and the dashboard outputs.

3.1.7 Facilitation of Stakeholder Alignment and Approvals

• collaborate closely with business users and project sponsors to collect inputs clarify objectives and refine incomplete or evolving requirements;
• manage alignment sessions to review clarified requirements and specifications with stakeholders;
• ensure that stakeholder perspectives are captured and transformed into actionable BI deliverables;
• formal agreement and sign-off will be sought to confirm readiness for development.

3.1.8 Coordinate Delivery Tracking and JIRA Updates

• support tracking of deliverables through JIRA by updating and maintaining JIRA tickets with structured requirements ensuring the backlog is clear organized and current. This also includes coordinating with the development team to track progress changes and testing results;
• ensure visibility of progress and timely identification of risks;
• ensure transparency of work throughout execution.

3.2 The contractor will be part of the project management and implementation team working closely with the Analytics and Core Business Application team ensuring the secure available managed and compliant delivery of Power BI services to NCIA NATO and its Strategic Commands.

3.3 The measurement of execution for this work is sprints with each sprint being planned for a duration of 5 working days.

3.4 Due to the AGILE approach of this project the specific deliverables and associated acceptance criteria will be defined for each sprint between the NCIA and the contractor. This includes sprint planning execution and review processes which are detailed below:

3.4.1 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 sprints and review contractors 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 prioritise 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 5.

3.4.2 Sprint Execution

• Objective: Contractor to execute the agreed sprint plans with continuous monitoring and adjustments.
• Regular meetings between NCIA 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 NCIA staff 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.

3.4.3 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 NCIA 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.

3.4.4 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 sprints end date. A report must be sent by email to the NCIA manager highlighting all work performed against the agreed tasking list set for the sprint.
• The contractors 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 B)
• Invoices shall be accompanied with a Delivery Acceptance Sheet (DAS) (Annex B) signed by the Contractor and project authority.
• If the contractor fails to meet the agreed Acceptance criteria for any task the NCIA reserves the right to withhold payment for that task/sprint.

3.5 Each sprint has a duration of 5 working days. The content and scope of each sprint will be agreed during the sprintplanning meetings.

4. SCHEDULE AND PRACTICAL ARRANGEMENTS

4.1 Period of performance:

• It is expected the service to start as soon as possible but no later than 1 October 2025 and ending no later than 31 December 2025.
• If the 2026 option 1 is exercised the period of performance is 1 January 2026 to 30 April 2026.
• If the 2026 option 2 is exercised the period of performance is 1 May 2026 to 31 December 2026.

4.2 Location:

• Braine-lAlleud BE primary location
• Full time on-site: No
• Time on-site: 30 %

4.3 Schedule:

The services will be delivered during normal office hours following the Braine lAlleud calendar.

NCIA in Braine lAlleud recognized Business hours and Official Holidays schedule will be provided to the contractor.

4.4 Expected Travel:

There may be requirements to travel for periods not exceeding 2 weeks to other sites within NATO nations including but not limited to NATO Headquarters (Brussels).

Travel expenses will be reimbursed to the individual directly (outside this contract) under NATO rules. 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.

5. DELIVERABLES AND PAYMENT MILESTONES

This is a deliverable-based contract. The following deliverables are expected from the work on this statement of work:

2025 BASE period: from 1 OCT 2025 to 31 DEC 2025:

Deliverable: 12 sprints of Power BI support

Payment Milestones: Upon completion of each fourth sprint and at the end of the work.

The Purchaser (NCIA) reserves the right to exercise a number of options of one or more sprints based on the same scrum deliverables at a later time depending on the project priorities and requirements at the following cost: for base year 2025 and 2026 option 1 at the same cost for 2026 option 2 the Price Adjustment Formula will be applied in accordance with paragraph 6.5 of the Framework Contract Special Provisions.

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

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

2026 OPTION 1: from 01 JAN to 30 APR 2026

Deliverable: Up to 17 sprints of Power BI support

Payment Milestones: Upon completion of each fourth sprint and at the end of the work.

2026 OPTION 2: from 01 MAY to 31 DEC 2026

Deliverable: Up to 29 sprints of Power BI support

Cost Ceiling: Price will be determined by applying the price adjustment formula as outlined in CO115786 AAS Special Provisions article 6.5.

Payment Milestones: Upon completion of each fourth sprint and at the end of the work.

6. COORDINATION AND REPORTING

6.1 The contractor shall participate in daily status update meetings activity planning and other meetings as instructed physically in the office or in person via electronic means using Conference Call capabilities according to the Service Delivery Manager / Team Leaders instructions.

6.2 For each sprint to be considered as complete and payable the contractor must report the outcome of his/her work during the sprint first verbally during the retrospective meeting and then in written within three (3) days after the sprints end date. The format of this report shall be a short email to the NCIA Point of Contact mentioning briefly the work held and the development achievements during the sprint.

6.3 The Contractor shall deliver Delivery Acceptance Sheet (Annex B) for Purchaser approval and signature for each resource providing services under this SoW.

6.4 The contractor shall follow all general rules terms and conditions as applicable for working in the NCIA Braine LAlleud Offices.

7. GENERAL NOTES

7.1 Services are to be delivered on the NATO/NCIA network(s) and appropriate hardware and connectivity will be provided by the NATO/NCIA for the duration of this contract and is to be returned upon completion of the contract.

7.2 Contractor shall furnish everything required to perform the contract except for the items specified and covered under NCIA Furnished Property and Services mentioned above.

7.3 Security:

The services require a valid NATO SECRET security clearance.

While some of the deliverables of this project will be NATO UNCLASSIFIED access to networks exceeding this classification level is required.

With these services are of technical nature providing administrative support a security clearance at the NATO Secret level is required prior to the start of the engagement.

7.4 Constraints:

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

All code scripts documentation etc. will be stored under configuration management and/or in the provided NCIA tools.

7.5 Quality Assurance Check

The deliverables shall be produced within the Sprint as requested and be of satisfactory quality to avoid re-work ensure the achievement of the objectives stated herein (i.e. following vendor industry and NATO best practices and requirements) and Sprint-specific tasks.

The Purchaser reserves the right to request change of Contractor personnel in case at least two Sprint out of four have non-satisfactory deliverables.

The Purchaser reserves the right to request change of Contractor personnel in case of non- compliance with requirements of this SoW NCIA Code of Conduct and accepted social norms (e.g. unprofessional behaviour etc.).

8. REQUIRED QUALIFICATIONS

See Requirements

8. REQUIRED QUALIFICATIONS

8.1 Contractor MANDATORY Requirements

• All contractor personnel delivering services on the contract must hold a NATO SECRET Security Clearance.
• 5 years as a Power BI Developer in a reporting environment.
• 2 years Proven experience as a Business Analyst BI Analyst or Project Coordinator in a data or reporting environment.
• 2 years Extensive knowledge of the business processes in the area of Finance Procurement Project and Asset Management.
• 2 years working experience using SQL to create queries understand and validate data logic together with basic use of SQL tools (e.g. MS SQL Management Studio SQL Developer).
• 2 years expertise in Power BI tools Power BI Desktop specifically (data modelling dashboard development KPI development).
• Strong analytical and problem-solving skills.
• Working knowledge of JIRA (basic).
• Excellent communication and facilitation skills particularly in requirements gathering and documentation.
• Strong organizational skills.
• Ability to work independently and as part of a team.
• Full proficiency in the English language.

8.2 Contractor DESIRED Requirements

• Experience working in institutional or public sector environments with formal governance structures.
• Understanding of BI project lifecycles: from requirements to delivery to UAT.
• Familiarity with Agile/Scrum practices in a BI or analytics context.
• Prior experience of working in Agile development methodologies.
• Prior experience of working in an international environment comprising both military and civilian elements.
• Knowledge of NATO responsibilities and organization including ACO and ACT.
• A thorough knowledge of one of the two NATO languages both written and spoken is essential and some knowledge of the other is desirable.