Service Provider for modernization of a Data Visualisation Tool for Monitoring Reconstruction of School Canteens for the Ministry of Science and Education of Ukraine

General background

Supporting anti-corruption efforts in Ukraine is a high political priority for the European Union and Denmark. By combating corruption, the EU contributes to the consolidation of democracy and economic growth of Ukraine, as well as the successful approximation of Ukraine with the EU.

The European Union Anti-Corruption Initiative (EUACI) in Ukraine is a joint EU and Government of Denmark financed programme aimed at supporting Ukraine in its efforts to reduce corruption at the national and local level through empowerment of citizens, civil society, businesses and state institutions. In early 2024, the EUACI entered its phase III which runs till mid-2027. As part of the new phase, the EUACI has been asked to identify activities related to schools.

The school nutrition reform was initiated in 2020 by First Lady Olena Zelenska. During this time, school meals have gone through various stages of improvement to move away from Soviet habits completely.

In 2024, the government allocated UAH 1.5 billion for the modernization of canteens and food service facilities across local communities. The Ministry of Education and Science of Ukraine (the Ministry) is responsible for implementing the subvention. The School Nutrition Reform Team, with First Lady Olena Zelenska’s support, works together to implement the reform vision.

In May 2024, the EUACI has received a request to support in implementation of school canteen projects as part of an initiative of School Nutrition Reform project, supported by the Zelenska Foundation and in a partnership with the Ministry. 

EUACI has supported the Ministry in all stages of reform implementation and subvention allocation for canteen modernization. EUACI experts analized design documentation, monitored public procurement for construction works and equipment, analyzed the estimates of design project documentation, and provided methodological assistance, including issuing guidelines on transparent procurement and technical supervision for construction work contractors. Currently, remote monitoring of canteen construction processes is ongoing.

To implement distance monitoring, and visualization of the construction process, and the use of budget funds, a dashboard has been developed that visualizes the construction process in real time. This tool allows daily monitoring of the implementation of subsidies for the construction of canteens on each object that received subvention funds. It allows checking various aspects that are critical for the successful implementation of the construction. The dashboard displays the process of distance monitoring and visualized general information about the progress of the canteen construction projects, including details on construction progress, funding, procurement activities, and more.

Such monitoring provides the Ministry and all stakeholders with up-to-date information on the progress of school canteen modernization projects. In particular, this concerns the issue of obtaining information on the status of funding for each school by type of budget and by each type of contract, the status of procurement contracts, and visualization of the stages of construction of canteens (canteens).

In 2025 the State Budget of Ukraine also allocates 960 million UAH in subventions for the modernization of canteens under new projects. The Ministry has requested EUACI for further cooperation and support.

To support the transparency of project implementation, visualization of construction progress, and clarity of use, it is important to provide a visualization of the process of implementing the subvention for the construction of canteens for 2025. This will help stakeholders better understand the status of the project and make informed decisions. This support also aims to keep ongoing projects on track for implementation.

To complete this task, EUACI needs to find a service provider for developing a visualizing dashboard for Monitoring Reconstruction of school canteens for 2025.

The involvement of such an expert will provide for the effective execution of the task and achievement of the set goals.

Objective

Overall objective of the activity is to support the Ministry in effectively overseeing the implementation of school nutrition reform by providing support in visualizing the process of distance monitoring of implementation of subvention for reconstruction of canteens for year 2025.

The objective of this assignment is to modernize an existing interactive dashboard (https://app.powerbi.com/view?r=eyJrIjoiYjA3ODQyYmQtNTZkNy00NGJjLWE0MzEtYzBmNWE4YjUyMWY2IiwidCI6ImZjYjFmYmY4LThlMjItNGU3Ny1iZGU0LTcwNDdhMjI5YjVkOCIsImMiOjl9&pageName=3a0640860d75a8697ba7) that will offer real-time data on procurement processes, payment flows, and remote technical monitoring across all active projects. Additionally, the initiative aims to identify and assess potential corruption risks, thereby enhancing transparency and accountability throughout the reform process.

Scope of work

The scope of work of the assignment includes the following tasks, but not limited to:

1. Modernisation of an Interactive Dashboard

Following key functionalities should be developed:

1.1. Visualization of Project Scope – display aggregated information on the number of school canteen modernization projects being implemented at the national, regional, and local (municipality/hromada) levels.

1.2. Detailed Project-Level Data – provide comprehensive data for each school undergoing modernization, including:

• public procurement processes
• treasury payments from both state subvention and local budget sources
• information on technical supervision

1.3. Advanced Filtering Capabilities – the dashboard should allow users to filter and view data based on:

• project status (completed / new / cancelled)
• year of project selection
• geographic filters, including region and municipality (hromada)

1.4. Bilingual Interface and Content – the dashboard should be fully bilingual, offering both Ukrainian and English versions for interface and content to ensure accessibility for all stakeholders.

1.5. User-Friendly UI/UX Design – a modern and intuitive UI/UX redesign that ensures smooth navigation and usability for different user groups, including Ministry staff and external partners should be implemented.

1.6. Regular Data Updates – at least weekly updates of procurement and payment status for each school participating in the modernization programme, using automated data aggregation where possible.

2. Development of financial assessment Module

2.1. Algorithms for monitoring financial risks of project implementation and displaying information on a dashboard.

2.2. Automatic mechanism for updating information on the interactive dashboard, that includes:

• weekly update of information on expenditures made at the expense of subvention and local budget funds
• weekly update of information on announced/changes in announced procurements
• information update period from the date of the start of implementation (for budget year 2024 and 2025).

3. Development of a module for visualisation of the construction process

3.1. Interactive dashboard that visualizes/displays general information on the progress of the process of realization of the projects of building (major repair and reconstruction) the canteens (catering units), that includes;

• general information on the progress of the implementation of projects, which will be updated weekly
• detailed information on each of the school canteens, including:
  • the amount of subvention funds paid
  • the amount of co-financing from local budgets
  • information on the implementation of tender procedures and peculiarities of tenders
  • risks of implementation of each project 
  • information on the progress of project implementation
• an interactive map and filter system that will display information on each region/trivial community and each educational institution from the general information on projects.
• visualization on the dashboard of the results of the assessment by EUACI experts of the project documentation of canteens (catering units)
• weekly update of information on the risks of implementing each project

4. Development of analytical module

Separate analytical module within the dashboard to visualize key performance indicators related to the implementation of school canteen modernization projects should be developed, including:

4.1. Analysis of the average cost per square meter of reconstruction and repair works at both the national and regional levels.

4.2. Visualization of additional indicators as agreed with the Ministry and EUACI, which may include:

• total reconstructed area of canteens;
• cost-efficiency comparisons across regions and project phases.

The analytical module should be designed for intuitive interpretation by both technical and non-technical users and integrated seamlessly into the overall dashboard environment.

Deliverables

The Deliverables are presented in a table below with a tentative schedule. All results are expected to be provided in Ukrainian unless otherwise agreed. Electronic copies should be sent by email to the particular EUACI contact person. 

Table 1: Summary of deliverables/outputs and the tentative timeline for delivery

The timelines indicated in the table above are indicative. The Consultant will reflect on and update the timelines for different activities while project implementation. Other deliverables are agreed upon with the EUACI. 

Qualifications

It is assumed that the task will be performed by an IT expert (group of experts or company) who have relevant experience in implementing such projects. Registration as a legal entity, or private entrepreneur or NGO according to Ukrainian legislation.

Key qualifications of the Consultant include:

General qualifications:

• Bachelor’s or Master’s in Computer Science, Software Engineering, Data Science or related field.
• 5+ years of full-stack web development.

Adequacy for the assignment:

• Strong portfolio of modern, responsive dashboards.
• Ability to design and implement financial-risk scoring algorithms.
• Experience with KPI calculation and comparative analytics.
• Experience deploying scalable web applications.
• Proven ability to work with Ministries, NGOs, or multilateral donors.
• Comfortable with tight deadlines and iterative delivery.
• Knowledge of data privacy regulations and secure coding best practices will be an asset.

Experience with the region and languages:

• Relevant working experience from the region.
• Physical presence in Kyiv.
• Fluency in Ukrainian and good English skills.

General qualifications:

a) Registration as a legal entity, or private entrepreneur or NGO according to Ukrainian legislation

b) minimum of 5 years’ experience in the public finance or procurement 

с) experience in developing IT products

e) fluency in Ukrainian is required.

Adequacy for the assignment:

a) minimum of 5 years of professional experience working with pubic finance or procurement procedures and corruption risks;

b) proven experience in cooperation with stakeholders in the national government, local self-government, development partners, state enterprises, public contracting authorities, and civil society;

c) proven experience working with public finance and with open data.

Budget, timeframe, and location

The intended commencement date is the date of signature of the contract with the service provider and the period of implementation of the contract will be 7 months.

The maximum budget available for this assignment is 13 000 EUR.

During this period, the Service provider will be expected to deliver a maximum of 150 workdays.

Proposals, where the Contract Price offered, exceed the above maximum budget will be rejected.

Payments will be made by parts with an advance payment of 30% of the contract amount and a final payment for the services of 70% of the contract amount.

Payments will require verification of deliverables and approval by the EUACI Component Team Leader of the Service provider ’s progress report and expense outlay.

Reporting and management

The performance of the Contractor will be judged upon reaching the purpose of this contract as well as obtaining its results, as indicated in the section “Objective” and “Deliverables” herein respectively. Moreover, the performance of the Contractor will be judged upon the successful implementation of all the specific activities indicated in Section “Scope of work” of this document

By signing the contract, the Consultant agrees to hold in trust and confidence any information or documents (“confidential information”) disclosed to the Consultant or discovered by the Consultant or prepared by the Consultant in the course of or as a result of the implementation of the contract, and agrees that it shall be used only for the contract implementation and shall not be disclosed to any third party. The Consultant also agrees not to retain copies of any written information or prototypes in its archive and for its use.

The deliverables can be checked (as a quality assurance) and payments will be provided by the quality assurance results.

The contractor reports to the EUACI. The contractor shall de-brief the EUACI prior to finalizing the assignment. 

How to apply

The deadline for submitting the proposal is 27 of June 2025, 18:00 Kyiv time.

All interested candidates should submit: 

• Filled and signed Appendix 1 (portfolio of relevant projects, short description of methodology and workplan, CV of key staff)
• Financial offer, inclusive of all taxes or other such charges with a calculation of 150 working days, and information about the level of daily fees of the assigned experts. (Appendix 2)

The proposal shall include the aforementioned information and should be submitted within the above deadline to [email protected] cc to [email protected] indicating the subject line: “Service provider for Dashboard Modernization”. 

You will receive an auto-reply from the [email protected] mailbox when the offer has been received. If you do not receive an auto-reply, your offer was not received and you should contact the EUACI by phone.

Bidding language: English.

Any clarification questions regarding the terms of reference should be addressed to [email protected], not later than 23 of June, 17:00 Kyiv time.

In case the submitted documents do not comply with those requested above, the bid will not be considered.

Please be aware that the EUACI will publish the name of the winner of this tender.

Evaluation criteria

Bids will be evaluated under the criteria provided below:

The evaluation methodology is described in Appendix 2.