ICT and Facilities and Housing Service Management Application

Summary

The procurement is for one integrated ICT and Facilities and Housing service-management application for Stichting Carmelcollege, including implementation, data migration, hosting, technical management, maintenance, further development and support. The system will bring together the existing TOPdesk ICT service-management and Planon facilities functions; AFAS, used for HR and finance, will remain in place. The solution must support incident and request handling, self-service, asset, location and room management, workflows, a knowledge base, reporting and integrations with Microsoft 365, AFAS and other systems. The multi-year maintenance plan and real-estate management are outside the scope. The procurement has one lot and the buyer will select one supplier. The initial contract term is 69 months from 1 April 2027, with four possible two-year extensions; the application must go live on 1 January 2028. The estimated annual contract value is approximately €150,000 excluding VAT, in addition to one-off implementation costs. Implementation costs must be between €100,000 and €200,000 excluding VAT, and annual licence and fixed costs combined must be between €100,000 and €200,000. Their total over 13 years must be between €1,300,000 and €2,600,000. Bids outside these ranges will be excluded. The bidder must demonstrate three types of relevant public-sector experience and hold a valid ISO/IEC 27001 certificate or provide acceptable equivalent evidence. At least one reference is required for each competency; relevant reference projects must not have ended more than three years before the bid deadline. Bids must be submitted electronically through TenderNed and in Dutch, with a signed European Single Procurement Document, a Russian-sanctions declaration, responses to four quality questions, and a signed pricing sheet with an open supporting calculation. The quality questions carry 50 points, price 30 points and the application demonstration 20 points. Bidders must score at least 30 points on the quality questions and 10 points on the demonstration. The bid deadline is 11 December 2026 at 09:00. The tender documents also require a detailed service-level agreement and proof of concept before final implementation.