Tender for contract regarding the supply, operation, maintenance, support and further development of an internet-based booking system for the Danish Defence's Pool Vehicles

The Danish Defence Materiel and Procurement Agency ("FMI) wishes to enter into a contract regarding the supply, operation, maintenance, support and further development of an internet-based booking system for the Danish Defence's Pool Vehicles. The existing system is to be replaced by a more modern, reliable and user-friendly solution that supports efficient booking, lending and return of pool vehicles and provides FMI with access to relevant operational and administrative data. The purpose of the contract is to ensure the Defence has a comprehensive solution that, with minimal resource consumption from FMI, enables secure, flexible and efficient management of pool vehicles across the organization. The solution must support both open and closed vehicle pools, be able to handle a large number of users and vehicles, and contribute to high availability and continuity in the Defence's transport solutions. The contract includes the supplier's supply, operation, maintenance, support and further development of the entire system, including both the application and the necessary infrastructure, for use by the Danish Defence's pool vehicles, as well as the supply, installation and operation of electronic car-sharing equipment in the vehicles. The contract includes a start-up period consisting of a development period and an implementation period, during which the system is adapted, developed and commissioned in accordance with FMI's requirements. The supplier is responsible for the supply of the application and the necessary infrastructure, including hosting the system on servers located in Denmark. The system is delivered as an internet-based solution (SaaS), and the supplier is responsible for all operation of the underlying infrastructure. The supplier is responsible for the integration of existing data on users, pools, pool vehicles and bookings, as well as for any reuse of already installed electronic car-sharing equipment. The system must support self-service access for users, comprehensive administration and reporting functions for FMI, as well as technical support and a 24/7 helpdesk. The contract runs for 72 months from signing. The contract can be extended on the same terms up to 2 times for 24 months. It is a requirement that the development period may not exceed 6 months and that the implementation period may not exceed 6 months. The current system handles approx. 25,000 users and 2,800 pool vehicles. During the contract period, the solution is expected to be able to handle up to approx. 5,000 pool vehicles. However, given the uncertain international security policy situation, the Defence has a need for an option to scale the solution so that the application and the associated infrastructure can be expanded at the Customer's request to handle up to 10,000 pool vehicles without degradation of functionality, response times, availability or the other requirements and service levels set out in the contract. In addition, the contract includes an option regarding the choice of access technology for the Pool Vehicles, whereby the Customer, instead of using the Defence's existing access carriers (RFID etc.), can choose an access and locking system supplied by the Supplier on the terms set out in the specification and the contract.