Maintenance and support services for the Macrologic ERP (Xpertis) management information system

Summary

The procurement is for 16 months of maintenance and support for the Macrologic ERP (Xpertis) integrated management information system used by the Institute of Environmental Protection. The covered components include business alerts, controlling, fixed assets, finance and accounting, electronic banking, human resources and payroll, cash, invoicing, electronic document workflow, projects, employee self-service, financial and HR analytics, and a server for 70 users. The contractor must provide maintenance on working days from 8:00 to 16:00 and a hotline on working days from 8:00 to 17:00. The service includes system and legal updates, monitoring system operation, handling fault reports within the specified service levels, and adapting the system to the contracting authority’s changing needs. Under the service levels, a critical fault requires a response within 2 hours, a workaround within 2 working days and a repair within 4 working days; a non-critical fault requires 4 hours, 2 working days and 8 working days respectively; a system change requires 1 working day, 5 working days and 11 working days. Deadlines are calculated as set out in the contract. The service includes 96 service hours per year; the contract also sets a maximum of 96 working hours for system adaptations over the full 16-month term. Where applicable, the contractor must provide source code for bespoke modifications, excluding the manufacturer’s standard code, and deliver updated system documentation no later than 7 days after an update. To participate, the bidder must demonstrate at least two qualifying services, each lasting at least 12 months, and at least three service specialists with the required experience. No economic or financial capacity condition is specified. The offer must be submitted electronically in Polish by 7 October 2026 at 12:00. Price is the sole award criterion, worth up to 100 points. Bids cannot be submitted for separate lots or as variants.