2025-0327 AI Implementation Spec. for Auto. Portfolio Anyl. Rptg. - TUE 28 Oct

Deadline Date: Tuesday 28 October 2025

Requirement: Automated Portfolio Analysis and Reporting – AI Implementation Specialist

Location: Off-Site

Note: Please refer to your Subcontract Agreement, article 6.4.1.a, which states “Off-Site Discount: 5% (this discount is applicable to all requirements, and applies when the assigned personnel are permitted to work Off-Site, such as at- home)". Please be sure to price this discount in your overall price proposal when submitting bids against off-site RFQs

Period of Performance: 2025 BASE: As soon as possible, not later than 17 NOV 2025

2026 OPTION 1: 01 JAN – 30 JUN 2026

2026 OPTION 2: 01 JUL – 22 DEC 2026

Required Security Clearance: NATO SECRET Desirable but not mandatory

1 INTRODUCTION

This Statement of Work (SOW) outlines the activities and deliverables for the automated extraction, classification, and visualization of information from NATO Programme of Work (PoW) projects and activities. This initiative aims to enable users to query NATO PoW information to obtain specific results using modern AI techniques.

The task will initially focus on the analysis of time, cost and scope related information from project activities such as technology areas, links to strategic initiatives, EDTs, other scope related topics, cost of work packages, delivery and milestones dates based on analysis of project documentation e.g. Customer Request Forms, Project Management Plans and Highlight Reports.

NCIA manages a complex and evolving portfolio of projects for different NATO customers under several PoWs, including:

These 78 projects contain a total of approximately 200–250 work packages, each addressing specific activities related to a wide range of NATO strategic objectives and initiatives. Across these PoWs, some activities are covering the same, similar or related technical topics and there are opportunities to collaborate, reuse outputs and methodologies, track progress, ensure strategic alignment and avoid duplication.

By using modern AI tools and techniques, it will be possible to automate the analysis of project documentation, which is largely stored on NATO SharePoint platforms and updated quarterly, to generate responses to user inquiries and present results using dashboards and other tools. Manual analysis of these project documents, which has been conducted in the past, is time-consuming and open to errors which can be overcome with modern AI tools and techniques.

Whilst this initial task is limited to the automated analysis of NCIA PoW projects, it has the potential to be broadened out to include analysis of other related project and activities conducted by organisations within NATO (e.g. NIAG and STO) and external bodies (e.g. International regulatory and standardisation bodies).

2 SCOPE OF WORK

The project aims to develop a GUI-based prototype that enables stakeholders to validate the AI-powered document analysis pipeline on a curated set of Project Management Plans (PMPs). The tool should allow users to upload PMP documents (within NU classification), automatically process them, and inspect extracted information such as classified topics, semantic relationships, and cross-referenced entities across documents. Visualizations such as dashboards should be used to present these connections interactively, offering insights into project overlaps and dependencies. Additionally, the prototype should include a chatbot interface that supports conversational querying over the uploaded and analyzed documents, including their discovered interrelations. This is part of a continuous effort to streamline portfolio management activities and facilitate data analysis.

The overarching objective is to automate the analysis of NATO PoW project documentation to generate insights, value added responses to user inquiries and summary of results to support Portfolio Management activities. This should include the capability to:

• Identify links, common topics, technologies, and initiatives;
• Prevent duplication across PoWs, projects and work packages;
• Promote collaboration and reuse of outputs and methodologies;
• Improve visibility for strategic alignment with EDTs and NATO initiatives.
• Generate reports and visual summaries for dashboards, stakeholder briefings, and strategic reviews;
• Query the system using natural language to explore both high-level insights and deep project documentation;
• Drill into granular content from PMP documents and highlight how concepts, objectives, and timelines relate across PoWs;
• Perform business-level portfolio analysis through aggregation and filtering (e.g. by topic, status, stakeholder);

Example Business Questions the System Should Answer:

The system is expected to support natural language querying across multiple levels - from tactical document content to strategic portfolio views. Examples include:

Topic Discovery and Scope Understanding

“Identify all projects and activities working on …. and provide up to 300 words summarizing scope, main activities, outputs, and current status.”

Strategic Alignment

“Which projects directly support the NATO Digital Transformation Implementation Strategy? Provide summaries of how they contribute.”

Portfolio Financial Overview

“What is the total budget allocated to Cyber-related projects across all PoWs?”

Stakeholder Mapping

“List all project managers responsible for Quantum-related projects. Include their organization, contact email, and project summary.”

Project Risk Identification

“Provide a list of projects marked with a red indicator for cost or time. Include the stated reason and current mitigation status.”

Dashboard & Summary View

“Show a dashboard summary of the NDS PoW: total budget, current spend, health (RAG) indicators, and strategic alignment.”

Deep Document Insight and Cross-PMP Linkage

“What dependencies are referenced in project X’s PMP, and are any of those entities also active in other projects?”

Advanced Aggregation and Trend Analysis

“How many projects initiated in 2024 involve AI and Cyber Defence combined?”

3 REQUIRED COMPETENCIES

[See Requirements]

4 PERIOD OF PERFORMANCE

The period of performance shall be – starting as soon as possible but no later than 17 November 2025 to 22 December 2025.

If exercised, the period of performance period for the 2026 options are:

OPTION 1: 01 January – 30 June 2026

OPTION 2: 01 July – 22 December 2026

5 SCHEDULE OF DELIVERABLES AND PAYMENTS

The Contractor will take the necessary measures to deliver the following products within the relevant deadlines.

Kick-off Meeting (KOM) and Feedback Report

Payment Term: Contract Award + 2 weeks

Payment Percentage [% from the total contract value]: 0%

Acceptance Criteria: Participation in the kick-off meeting and delivery of subsequent meeting report

Deliverable 1 - Proof of Concept Demonstration to NATO Sponsor

Payment Term: 28 November 2025

Payment Percentage [% from the total contract value]: 50%

Acceptance Criteria: Delivery of the first iteration of the automated analysis prototype with chatbot function

Deliverable 2 - GUI based prototype, Prototype description document.

Payment Term: 22 December 2025

Payment Percentage [% from the total contract value]: 50%

Acceptance Criteria: Delivery of the final developed automated analysis prototype and visuals produced along with its description document

Option 1 (2026): Deliverable 3 - Provide the API backend service

Payment Term: 30 June 2026

Payment Percentage [% from the total contract value]: 40% of the 2026 contract value

Acceptance Criteria: Integration of the prototype on CDT API backend service

Option 2 (2026): Deliverable 4 - Sharepoint data integration

Payment Term: 22 December 2026

Payment Percentage [% from the total contract value]: 60% of the 2026 contract value

Acceptance Criteria: Integration of the data on CDT Sharepoint

Reports and documentation must be written in English and provided in pdf or Microsoft Word docx format.

The payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet (DAS) – (Annex B), for each of deliverables mentioned in the table above.

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

Coordination

It is envisaged that coordination between the NCIA and the contractor will take place electronically and there will be no requirement for the contractor to visit the agency, with possible exception for the demonstration of the prototype upon request.

Project Management and Reporting

A dedicated project manager will oversee all aspects of the project, ensuring effective coordination and communication with NCIA. Regular progress updates, including milestone achievements and any challenges encountered, will be provided to NCIA.

Security Clearance

NATO security clearance is not required by the contractor.

6 REPORTING

Regular reporting mechanisms will be defined at the Kick-Off Meeting. As a minimum, the contracted person must provide to the NCIA:

1. A weekly update documenting the progress at high level;

2. Meeting minutes via email to the NCIA Project Manager concisely describing the discussed topics, pending actions, and an outline of the activities for the following period.

3. Project Closure Report that is summarizing the activities during the period of performance at high level.

7 SECURITY AND NON-DISCLOSURE AGREEMENT

The work will be conducted at the unclassified level. It is desirable but not mandatory to have the contractor ideally be in possession of a security clearance of NATO Secret or above, to facilitate follow-on engagements and coordination at NATO venues. The signature of a Non-Disclosure Agreement between the contractors contributing to this task and NCIA will be required prior to execution.

8 SPECIAL TERMS AND CONDITIONS

All products delivered under this contract shall be property of NATO. Travel costs are to be included in the bids and must include, at a maximum of two times, for on-site participation for necessary personnel at the demonstration event to be held in Brussels HQ and possibility of another event in 2026.

9 POINTS OF CONTACT

Points of contact for project management and for technical leadership at NCIA will be provided with contract award.

Requirements

3 REQUIRED COMPETENCIES

The consultancy support for this work requires a Data Analyst with the following qualifications:

• Bachelor's degree in a relevant field (computer science, data science, software engineering, machine learning, etc.) or equivalent experience.
• 8+ years of experience in applied AI.
• 3+ years of experience deploying and managing Large Language Models (LLMs).
• 3+ years of experience in developing GUI based interfaces for users;
• 2+ years of experience of developing intelligent document chunking, topic tagging, and semantic classification capabilities;
• 2+ years of demonstrated experience of generating visualizations, graphs and databases from extracted data;
• 2+ years of demonstrated experience of developing interactive Chatbot solutions that enable users to “Chat with Documents”;
• 2+ years of experience with network filtering, access control, and cloud security architecture
• Ability to build automated experimentation environments with support for human interaction (benign/adversarial).
• Evidence and high-level overview of research methodology and models development process to build credibility and confidence in the bidder’s ability to deliver.