Renewal and procurement of collaboration, artificial intelligence and email software licences

Summary

The tender covers the renewal and partial addition of software licences for the La Gomera Island Council’s collaboration, email and artificial intelligence tools, together with support, data migration and staff training. The requirement is for 250 Business Starter-level licences (renewal of 227 and 23 new licences) and renewal of 6 Business Standard-level licences, or an equivalent solution. Starter licences must include 30 GB of shared storage per user; office, calendar, video-conferencing, forms and website tools; business email; Gemini AI features; video calls for up to 100 participants; and security and management controls. Standard licences must also include 2 TB of shared storage per user, enhanced AI and research tools, recorded and transcribed video calls for up to 150 participants, appointment booking, electronic signatures and a data migration tool. The supplier must activate the licences within 5 calendar days, maintain the existing environment without data loss or service interruption and, if required, transfer the licences from the current supplier within 2 days of activation. The contract includes unlimited technical support: critical production incidents must be supported 24/7, while normal incidents receive support during business hours, 8:00–15:00. The maximum response time is 1 hour for email and storage issues and 2 hours for other functions; the maximum resolution time is 24 hours after acknowledgement of the incident. Support must be provided in Spanish. Training comprises 8 hours for users and 12 hours for administrators. Trainers must be Google-certified and training must be delivered remotely. A further 20 hours of training must be provided during the possible two-year extension period. The lowest-priced offer may receive up to 95 points; each additional two training hours earns one point, up to a maximum of 5 points. The initial contract term is 2 years, with an extension of up to 2 years. The maximum tender budget is €57,627.51 including 7% IGIC; IGIC must be stated separately.