Deadline Date: Tuesday 16 September 2025
Requirement: Support for Business Intelligence Development, Modelling and Service Integration
Location: Braine-l’Alleud, 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: from 01 JAN 2026 to 31 DEC 2026
• 2027 option: from 01 JAN 2027 to 31 DEC 2027
• 2028 option: from 01 JAN 2028 to 31 DEC 2028
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 Agency’s 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 Business Intelligence Development, Modelling and Service Integration support to contribute to the NBAC Business Area – the Analytics and Core Business Applications Branch. This service will focus on ensuring the development, configuration, and deployment of data pipelines from ServiceNow (on-premise) to the reporting database (Oracle Database). The goal of the activity is to move away from using the non-standard ODBC interface for ServiceNow data extraction in ETLs and use vendor supported official interface (API). This activity will provide more stability in the data pipelines with the ServiceNow application upgrades and prepare us for the future move to the cloud version of the ServiceNow application.
1.4 The Contractor is expected to design, develop, and implement efficient, scalable, and maintainable ETL processes using Oracle Data Integrator (ODI) to extract data from ServiceNow APIs and load into the target reporting database (Oracle). The solution must cover both initial full loads and incremental load strategies, with the goal of delivering a sustainable and extensible data pipeline framework for internal use. The service includes coordinating with the internal BI and ServiceNow teams, alignments with business stakeholders, documenting technical work.
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 below:
3.1.1. Review of Existing ServiceNow API-based ETLs
Assess the current prototype ETL implementation provided by the Purchaser, identifying performance bottlenecks, scalability challenges, and maintainability gaps.
Troubleshoot known issues and propose corrective actions.
3.1.2. Improvement and Re-implementation Strategy
Deliver a recommended improvement or reimplementation strategy for the existing ETL prototypes.
Where performance limitations are critical, propose viable alternative approaches, including options other than the current API usage.
3.1.3. Performance and Scalability Assessment
Evaluate end-to-end performance of the prototype ETLs.
Establish whether current load times, throughput, and system behaviour can meet production-level expectations, and propose adjustments to improve scalability and stability.
3.1.4. Review and Enhancement of Attribute Mappings
Revisit the mapping of ServiceNow attributes into the target reporting datasets.
With input from business stakeholders, validate existing mappings and create additional mappings as required to deliver the full defined dataset.
3.1.5. Implementation of ETL Pipelines for Defined Tables
Configure ServiceNow APIs and implement ODI ETL jobs for the eight (8) defined tables.
ETLs must support both initial and incremental load scenarios, and conform to NCIA development guidelines and naming standards.
3.1.6. Deleted Record Handling
Incorporate logic to properly handle deleted records from the source system by leveraging the sys_audit_delete table.
Ensure that downstream reporting datasets remain consistent with the current ServiceNow system state.
3.1.7. Reusable Framework and Templates
Use reusable components, templates, and configurations to enable future extensibility of ETLs.
Ensure these are delivered in form that can be applied to additional datasets beyond the initial scope.
3.1.8. Deployment and Environment Promotion
Provide deployment scripts and clear operational instructions to promote ETL jobs across environments (DEV–TEST–PROD).
Ensure processes are repeatable and compliant with NATO/NCIA guidelines.
3.1.9. ETL Performance Benchmarks
Validate that ETLs meet minimum performance criteria: initial load of all tables within one working day, and incremental loads of all tables within 180 minutes under normal conditions (subject to review after assessment).
3.1.10. Technical Documentation
Produce complete documentation covering ETL architecture and design, job flows, load logic, error handling, configuration details, and extension procedures.
Documentation must enable independent operation by NBAC staff.
3.1.11. Knowledge Transfer and Training
Conduct handover sessions with the NBAC BI team (accommodating both in-person and remote formats).
Walk through ETL components, orchestration logic, and troubleshooting steps, ensuring continuity of operations.
3.1.12. Stakeholder Alignment and Sign-off
Present findings, proposals, and documentation to internal stakeholders.
Host review meetings to answer questions, capture feedback, and update deliverables as required until sign-off and team readiness are confirmed.
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 contractor`s 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 sprint’s 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 contractor's 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 sprint‐planning meetings.
4. SCHEDULE AND PRACTICAL ARRANGEMENTS
4.1 Period of performance:
• It is expected the service starts as soon as possible but no later than 01 October 2025 and ending no later than 31 December 2025.
• If the 2026 option is exercised, the period of performance is 01 January 2026 to 31 December 2026.
• If the 2027 option is exercised, the period of performance is 01 January 2027 to 31 December 2027.
• If the 2028 option is exercised, the period of performance is 01 January 2028 to 31 December 2028.
4.2 Location:
• Braine-l'Alleud, 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 l’Alleud calendar.
• NCIA in Braine l’Alleud 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.
5.1 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 Business Intelligence Development, Modelling and Service Integration support
Payment Milestones: Upon completion of each fourth sprint and at the end of the work.
5.2 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) at the same cost, for outer years (2026, 2027 and 2028) the Price Adjustment Formula will be applied in accordance with paragraph 6.5 of the Framework Contract Special Provisions.
5.3 The payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet (DAS) – (Annex B).
5.4 Invoices shall be accompanied with a Delivery Acceptance Sheet (Annex B) signed by the Contractor and the project authority.
2026, 2027 and 2028 OPTION: from 01 JAN to 31 DEC
Deliverable: Up to 46 sprints of Business Intelligence Development, Modelling and Service Integration support
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 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 sprint’s 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 L’Alleud 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]
Requirements
8. REQUIRED QUALIFICATIONS
8.1 Contractor – MANDATORY Requirements
* All contractor personnel delivering services on the contract must hold a NATO SECRET Security Clearance.
* 7 - 10 years of Data engineering implementation experience and in configuring and integration of business applications.
* 5 years+ experience using Oracle Data Integrator.
* 2 years+ working experience with ServiceNow data extraction, via native APIs and/or alternatives such as data replication APIs.
* 2 years+ working knowledge of the ServiceNow data model and processes.
* 5 years+ working experience in Oracle Databases.
* Experience developing complex SQL queries and ETL.
* Data Modelling and Design. Proficient in designing normalized and denormalized data models, star/snowflake schemas.
* Proven work experience of Level 2 and Level 3 support—including incident, problem, change, and service request fulfilment—using ITIL processes and service-management tooling.
* Strong analytical and problem-solving skills with the ability to analyse complex data sets.
* Excellent communication and interpersonal skills, with the ability to explain technical concepts to both technical and non-technical audiences.
* Strong project management and organizational skills.
* The ability to document processes, perform knowledge transfer.
* Ability to work independently and as part of a team.
Full proficiency in the English language.
8.2 Contractor – DESIRED Requirements
* Proven experience as a BI Consultant, a strong understanding of DWH architecture, components, functionalities and Oracle and ServiceNow technologies.
* 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.