2026-0034 Strategic Decision Support Comm Reprt Capability (NS) - THU 26 Mar

Bidding Instructions -Technical Proposal

Bidders shall submit a proposal clearly providing the following information:

1. The proposed approach to address the required scope of work and the required delivery and milestones plan.

2. One example from proposed Key Personnel previous experience demonstrating the use of data analytics or data science techniques to address a problem and support decision making

The example shall include: Description of the problem or context; Description of data and analytical approach used; Key insights derived from the analysis; How the results were presented to stakeholders; The outcome or impact of the analysis;

The example shall not exceed one page.

3. CVs of the assigned resource(s) for the project. 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.

4. Any other appropriate technical information to determine whether your proposal meets the deliverables described in this SOW.

5. Any other similar past performances explaining the relevance of the bidder with the requirements and elaborating on why they are the best candidate for this contract award

Deadline Date: Thursday 26 March 2026

Requirement: Strategic Decision Support, Communication, and Reporting Capability

Location: Brussels, BE

Full Time On-Site: Yes (Occasional Remote (teleworking) from a NATO country, and travel on duty (TDY) to other NATO sites.)

Period of Performance: 2026 BASE: As soon as possible but not later than 27 April 2026 to 31 December 2026 with the possibility to exercise following option:

01 January 2027 - 31 December 2027

Required Security Clearance: NATO SECRET

The contractor will contribute to the development of Technology Roadmaps and Obsolescence Management (TRO) activities by producing necessary deliverables using best-practices in the area of corporate communication. The contractor will provide strategic communications support to the Obsolescence Management efforts, under OMEGA (Obsolescence Management Executive Guidance and Advisory).

1. INTRODUCTION

The NATO Communications and Information Agency (NCI Agency) herewith the Purchaser is responsible for delivery of secure, coherent, cost effective and interoperable communication and information systems and services in support of consultation, command & control and enabling intelligence, surveillance, and reconnaissance capabilities, for NATO, where and when required.

In today’s rapidly evolving technological landscape, unplanned obsolescence has emerged as a critical challenge for organizations reliant on complex, long- lifecycle systems. Within NATO, the

accumulation of significant technical debt over the years has led to increased cybersecurity risks, operational vulnerabilities, and a growing risk of service deterioration.

The lack of a structured, proactive approach to handling obsolescence has extending these challenges, resulting in reactive and inefficient responses when critical components, software, or infrastructure reach end-of-life unexpectedly.

A key issue contributing to this challenge is the lack of awareness and clarity on how obsolescence should be managed. While some individual initiatives address aspects of obsolescence, they remain disconnected, lacking a cohesive framework that links obsolescence to its operational and financial impacts. Decision-makers often struggle with prioritization, eligibility assessment, and securing funding to mitigate obsolescence risks effectively. In 2024 NCIA, OCIO, ACO and IS-NOR started an Obsolescence Working Group which confirmed and centralized all these challenges. Without a well-defined process, the NCIA as a service provider faces delays in response times, heightened security risks, and increased service disruptions towards NCIA customers and partners.

Recognizing these challenges, governing bodies such as DPC and RPPB have already taken steps to establish policy and funding mechanisms for obsolescence management. The DPC Framework for ICT Obsolescence (Ref. A) provides guiding principles for managing obsolescence, while the RPPB Policy (Ref. B) outlines potential funding mechanisms. However, the frameworks establish the basic definitions and expectations, and practical implementation remains for OCIO, ACO, IS-NOR and NCIA to finalize. Priority is given in addressing unplanned obsolescence—where failures, security threats, or vendor discontinuations occur with little to no advance notice.

The objective of this SOW is to provide Strategic Decision Support, Communication, and Reporting capability supporting the institutionalization of Obsolescence Management through the OMEGA (Obsolescence Management Executive Guidance and Advisory) initiative.

2. SCOPE OF WORK AND DELIVERABLES

2.1. The Contractor shall interpret operational and analytical data originating from the OMEGA initiative and translate such information into actionable insights, governance reporting, and decision-support artefacts for internal and external stakeholders.

2.2. The Contractor shall transform data and operational information into structured analytical views, dashboards, and communication outputs enabling risk-informed governance and executive oversight.

2.3. This capability shall support:

• governance and institutionalization of Obsolescence Management.
• analytical interpretation of data originating from the OMEGA initiative and related systems;
• executive and operational reporting supporting decision-making;
• structured governance cadence and stakeholder engagement.

2.4. The Contractor shall deliver structured strategic communication, executive-level reporting, governance facilitation, and decision-support artefacts aligned with OMEGA priorities, risk posture, and funding oversight requirements.

2.5. The Contractor shall not assume decision authority, risk ownership, or governance approval responsibilities, which remain with NCIA.

2.6. The Contractor shall:

1. Operate within the Agency-provided collaboration and reporting environment.

2. Ensure all artefacts are formally documented, version-controlled, and stored in the designated repository.

3. Align all reporting outputs with the approved OMEGA risk model and governance framework.

4. Deliver services in an iterative manner while meeting fixed milestone and acceptance criteria.

5. Ensure consistency between strategic narrative, executive reporting, and operational dashboards.

2.7. The contractor will carry out tasks and will issue deliverables as described in the table below:

2.8. Work Package 1 – Strategic Decision Support, Communication, and Reporting Capability Deliverables and Acceptance Criteria

Deliverable D0 Project Initiation Package: The Contractor shall produce a Project Initiation Package defining how the assignment will be executed. The Contractor shall establish a clear and usable baseline for execution of the assignment, defining how the work will be planned, managed, and delivered. Accepted when: (i) a Project Management Plan and schedule are delivered; (ii) all contractual deliverables and milestones are reflected; and (iii) the plan is usable as a baseline for managing the contract.

Deliverable D1 Governance Alignment Framework: The Contractor shall develop and document the governance operating framework to be used during contract execution. The Contractor shall define and implement a governance approach that enables structured decision-making, action tracking, and escalation throughout the assignment. Accepted when: (i) the framework document and all templates are delivered; (ii) governance roles, cadence defined; (iii) the framework has been applied in at least one monthly working session; and (iv) resulting governance artefacts are stored in the agreed repository structure.

Deliverable D2a Strategy & Communication Framework – Baseline: The Contractor shall produce the initial Strategy and Communication Framework for the assignment. The deliverable shall define how analytical outputs, governance messages, and executive reporting will be translated into communication products. The Contractor shall establish a coherent approach for translating analytical insights into structured communication supporting governance and decision-making. Accepted when: (i) the framework is delivered and approved; and (ii) communication outputs produced under the contract are aligned with the defined approach.

Deliverable D2b Strategy & Communication Framework – Update: The Contractor shall update the Strategy and Communication Framework based on execution experience, dashboard outputs, stakeholder feedback, and governance session outcomes. The Contractor shall refine the communication approach based on execution experience, analytical outputs, and stakeholder feedback. Accepted when: (i) an updated framework is delivered; and (ii) improvements reflect lessons learned and are applied in governance communication.

Deliverable D3 Business Area Engagement Model: The Contractor shall produce a structured Business Area Engagement Model describing how business areas and other relevant stakeholders will be engaged for data gathering, reporting alignment, issue resolution, and governance preparation. The Contractor shall establish an effective approach for engaging stakeholders and coordinating inputs required for reporting and governance activities. Accepted when: (i) stakeholder engagement is structured and repeatable; and (ii) required inputs for reporting and governance are consistently obtained.

Deliverable D4 Workshop Facilitation Toolkit: The Contractor shall develop a standard toolkit for working sessions and workshops conducted under this assignment. The Contractor shall provide a reusable approach to facilitate structured discussions supporting governance alignment and analytical interpretation. Accepted when: (i) facilitation materials are delivered; and (ii) workshops are conducted using the approach with documented outputs

Deliverable D5a OMEGA Analytical Dashboard – Baseline: The Contractor shall deliver an initial analytical dashboard providing visibility of key data supporting governance discussions. Accepted when: (i) the dashboard is accessible in the agreed reporting environment; (ii) it displays real data from agreed sources; (iii) baseline views and indicators are implemented; (iv) the user guide is delivered; and (v) OMEGA validates that the dashboard is usable for governance and reporting discussions.

Deliverable D5b OMEGA Analytical Dashboard – Enhanced: The Contractor shall enhance the analytical capability of the  dashboard to support deeper insight, including trends or prioritization where relevant. Accepted when: (i) the enhanced dashboard version is delivered in the agreed environment; (ii) trend and prioritization capabilities are implemented; (iii) agreed stakeholder feedback has been incorporated; and (iv) OMEGA confirms that the enhanced dashboard supports more advanced analytical reporting and governance review.

Deliverable D5c OMEGA Analytical Dashboard – Stabilized: The Contractor shall deliver a stable and usable analytical dashboard suitable for sustained governance reporting. Accepted when: (i) the stabilized dashboard is delivered; (ii) agreed analytical views and indicators are present; (iii) known assumptions/limitations are documented; (iv) the dashboard has been used in governance reporting; and (v) OMEGA confirms the dashboard is stable and suitable for sustained operational use.

Deliverable D6 KPI / KRI Framework: The Contractor shall define and document the KPI/KRI Framework used in the dashboard and reporting products. The Contractor shall define a set of indicators that support measurement, prioritization, and reporting of obsolescence-related risks and activities. Accepted when: (i) the KPI/KRI Framework document is delivered; (ii) all indicators have clear definitions and data sources; (iii) the indicators are implemented in the dashboard where applicable; and (iv) OMEGA confirms that the framework is understandable, traceable, and usable for governance reporting.

Deliverable D7 Monthly Working Session Packages: For each contract month, the Contractor shall prepare and support one Monthly Working Session Package. The Contractor shall support the monthly governance cadence by preparing and documenting working sessions enabling coordination, Accepted per month when: (i) the monthly session is held; (ii) the agenda is issued in advance; (iii) the meeting record/minutes are delivered within the agreed timeframe; (iv) decision and action logs are updated; and (v) session artefacts are stored in the agreed repository. Quarterly analysis, and decision tracking. acceptance of D7 shall require satisfactory completion of all monthly packages due in that quarter.

Deliverable D8 Executive Session Packages: For each executive session scheduled under the contract cadence, the Contractor shall prepare and support one Executive Session Package. The Contractor shall support executive governance by preparing structured briefings translating analytical insights into decision points. Accepted per session when: (i) the briefing pack is delivered before the session; (ii) the analytical content is aligned with the dashboard and available data; (iii) decision points are clearly identified; (iv) a post-session record is delivered; and (v) actions are captured and traceable. Quarterly acceptance of D8 shall require satisfactory completion of all executive session packages due in that quarter.

Deliverable D9 Sustainability and Transition Package: The Contractor shall deliver the package required to transition the capability for continued use by OMEGA. The Contractor shall enable the capability delivered under this contract to be operated independently after completion. Accepted when: (i) the transition package is delivered in complete form; (ii) all referenced artefacts are available in the agreed repository; (iii) continuation guidance is clearly documented; and (iv) OMEGA confirms that the delivered package is sufficient to support independent continuation of the capability.

Deliverable D10 Project Closure Report: The Contractor shall produce a Project Closure Report summarizing contract execution. The Contractor shall provide a summary of execution, outcomes, and recommendations for future continuation. Accepted when: (i) the closure report is delivered; (ii) it covers all completed deliverables and milestones; (iii) lessons learned and recommendations are included; and (iv) OMEGA accepts the report as a complete summary of contract execution.

3. ROLES AND RESPONSIBILITIES

3.1. The work shall be conducted in close collaboration between the Contractor and NCIA Technology Roadmaps and Obsolescence within CTO DIT (NCIA TRO DIT).

4. SCHEDULE AND PRACTICAL ARRANGEMENTS

4.1. Period of performance will be, for the base period, as soon as possible but not later than 27 April 2026 through 31 December 2026. I f the options are exercised, the period of performance will run from 01 January to 31 December 2027.

4.2. The work location will be agreed with the project manager as:

4.3. Primarily on-site at the NCIA, Brussels, Belgium;

4.4. Contractor’s remote location (teleworking) in a NATO country;

4.5. NATO locations, specifically Mons, Belgium and The Hague, The Netherlands or conferences in travel on duty (TDY) as occasionally required.

4.6. This SOW should include up to 24 visits per year to NCIA The Hague (twice per month) for a maximum of one working day each visit, and 12 visits per year to NCIA Mons (one a month). 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.

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

4.8. Travel on Duty (TDY): This work requires scheduled travel. This travel will need to be estimated by the contractor and included within the contractor’s bid.

4.9. Travel arrangements will be the responsibility of the contractor.

5. DELIVERY SCHEDULE AND PAYMENT MILESTONES

5.1. Schedule of payments: Payment will be made after the Purchaser has accepted a respective deliverable and signed its Delivery Acceptance Sheet (DAS) (Annex B).

5.2. The contractor shall submit an invoice, with approved DAS attached, to the Purchaser for payment as per the schedule listed in the tables below:

CLIN1 Establish Strategic Decision Support, Communication, and Reporting Capability Deliverables and Milestones

Deliverable D0 Project Initiation Package: Delivery Milestones CAW + 2 weeks

Deliverable D1 Governance Alignment Framework: Delivery Milestones M1 Governance and Analytics Foundation

Deliverable D2a Strategy Framework – Baseline: Delivery Milestones M1 Governance and Analytics Foundation

Deliverable D3 Business Area Engagement Model: Delivery Milestones M1 Governance and Analytics Foundation

Deliverable D4 Workshop Toolkit: Delivery Milestones M1 Governance and Analytics Foundation

Deliverable D5a Analytical Dashboard – Baseline: Delivery Milestones M1 Governance and Analytics Foundation

Deliverable D7 Monthly Session Packages (Q2): Delivery Milestones M1 Governance and Analytics Foundation

Deliverable D8 Executive Session Packages (Q2) : Delivery Milestones M1 Governance and Analytics Foundation

Deliverable D6 KPI / KRI Framework: Delivery Milestones M2 Implement KPI/KRI framework and enhanced analytics

Deliverable D5b Analytical Dashboard – Enhanced: Delivery Milestones M2 Implement KPI/KRI framework and enhanced analytics

Deliverable D7 Monthly Session Packages (Q3): Delivery Milestones M2 Implement KPI/KRI framework and enhanced analytics

Deliverable D8 Executive Session Packages (Q3): Delivery Milestones M2 Implement KPI/KRI framework and enhanced analytics

Deliverable D5c Analytical Dashboard – Stabilized: Delivery Milestones M3 Stabilize Dashboards, finalize communication framework, sustainability package

Deliverable D2b Strategy Framework – Update: Delivery Milestones M3 Stabilize Dashboards, finalize communication framework, sustainability package

Deliverable D9 Sustainability & Transition Package: Delivery Milestones M3 Stabilize Dashboards, finalize communication framework, sustainability package

Deliverable D7 Monthly Session Packages (Q4) M3 Stabilize Dashboards, finalize communication framework, sustainability package

Deliverable D8 Executive Session Packages (Q4) : Delivery Milestones M3 Stabilize Dashboards, finalize communication framework, sustainability package

Deliverable D10 Project Closure: Delivery Milestones M3 Stabilize Dashboards, finalize communication framework, sustainability package

CLIN2 (Option) Capability Enhancement Deliverables and Milestones

Deliverable D0 Operational Continuity Package: Delivery Milestones M4 Operational Continuity and Enhancements

Deliverable D1 Monthly & Executive Session Packages (Q1): Delivery Milestones M4 Operational Continuity and Enhancements

Deliverable D2 Governance Optimization Framework: Delivery Milestones M5 Governance Optimization and Analytics Enhancement

Deliverable D3 Advanced Analytics Enhancements: Delivery Milestones M5 Governance Optimization and Analytics Enhancement

Deliverable D4 KPI/KRI Framework Refinement: Delivery Milestones M5 Governance Optimization and Analytics Enhancement

Deliverable D5 Monthly & Executive Session Packages (Q2): Delivery Milestones M5 Governance Optimization and Analytics Enhancement

Deliverable D6 Analytics Process Improvement Package: Delivery Milestones M6 Analytics Process and KPI/KRI Effectiveness

Deliverable D7 Monthly & Executive Session Packages (Q3): Delivery Milestones M6 Analytics Process and KPI/KRI Effectiveness

Deliverable D8 Dashboard Upgrade (Next Generation): Delivery Milestones M7 Dashboard Upgrade, Communication Continuity, and Sustainability

Deliverable D9 Communication Framework Continuity Plan: Delivery Milestones M7 Dashboard Upgrade,  Communication Continuity, and Sustainability

Deliverable D10 Sustainability Maintenance Package: Delivery Milestones M7 Dashboard Upgrade, Communication Continuity, and Sustainability

Deliverable D11 Monthly & Executive Session Packages (Q4): Delivery Milestones M7 Dashboard Upgrade, Communication Continuity, and Sustainability

Deliverable D12 Annual Review and Forward Plan: Delivery Milestones M7 Dashboard Upgrade, Communication Continuity, and Sustainability

Deliverable D13 Project Closure: Delivery Milestones M7 Dashboard Upgrade, Communication Continuity, and Sustainability

Payment Milestones

Milestone M1 Governance and Analytics Foundation

Date: 30 Jun 2026

Milestone M2 Implement KPI/KRI framework and enhanced analytics

Date: 30 Sep 2026

Milestone M3 Stabilize Dashboards, finalize communication framework, sustainability package

Date: 20 Dec 2026

Milestone (Option) M4 Maintaining Operational Continuity and Delivering Enhancements

Date: 30 March 2027

Milestone (Option) M5 Governance Optimization and Analytics Enhancement

Date: 30 Jun 2027

Milestone (Option) M6 Strengthening Analytics Processes and KPI/KRI Framework Effectiveness

Date: 30 Sep 2027

Milestone (Option) M7 Upgrading Dashboards, Strengthening Communication Continuity, and Maintaining Sustainability

Date: 20 Dec 2027

6. COORDINATION AND REPORTING

6.1. The contractor shall participate in a kick-off meeting within one working week after the signing of this contract.

6.2. This will be a virtual meeting executed via electronic means using Conference Call capabilities or in person in NCIA offices.

6.3. During the kick off meeting, the contractor will provide and discuss a plan for executing the tasks under this statement of work. Purchaser and Contractor will discuss the plan and confirm amendments where appropriate.

6.4. The contractor shall participate in regular weekly status meetings, either in-person (where possible) or via electronic means using Conference Call capabilities.

6.5. The rhythm for these meetings will be decided at the kick-off meeting.

6.6. The contractor shall follow all general rules, terms and conditions as applicable for working in NCIA locations.

7. GENERAL NOTES

7.1. Work is to be performed on the NCIA network(s) and appropriate hardware and connectivity will be provided by the NCIA, for the duration of this contract and is to be returned upon completion of the contract.

8. KEY PERSONNEL REQUIRED QUALIFICATIONS

[See Requirements]

9. CONSTRAINTS

9.1. NATO will retain the intellectual property rights for all products developed in relation to this project

Requirements

8. KEY PERSONNEL REQUIRED QUALIFICATIONS

MANDATORY Requirements

• Proven experience supporting executive-level governance processes, including preparation of decision-ready briefing materials and structured documentation of actions, risks, and decisions.
• Minimum 4 years of professional experience in data analytics, business intelligence, governance reporting, or decision-support roles.
• Proficiency in Power BI for development of analytical dashboards and reporting. At least 2 assignments involving analytical dashboards or business intelligence reporting.
• Experience in data analysis and interpretation for operational, managerial, or strategic reporting, demonstrated through at least 2 relevant assignments.
• Experience preparing executive-level reporting, briefing materials, or decision-support artefacts, demonstrated through at least 1 relevant assignment.
• Experience supporting workshops, working groups, governance meetings, or stakeholder coordination activities, demonstrated through at least 1 relevant assignment.
• Strong written and verbal communication skills in English with the ability to communicate analytical insights to technical and non-technical stakeholders.
• A university degree in data science, engineering, information systems or business administration or equivalent professional experience.
• Experience maintaining stakeholder interaction logs, action trackers, and controlled information  repositories (specifically SharePoint intranet).
• Candidate must have the nationality of one of the NATO nations.
• Excellent command of spoken and written English.
• Must hold a valid NATO Secret Security Clearance.

DESIRED Requirements

• Experience defining or implementing KPI / KRI or performance reporting frameworks.
• Experience supporting governance processes, executive briefings, or strategic reporting environments.
• Proven leadership skills
• Knowledge of NATO responsibilities and organization, including ACO and ACT.