Denmark – Software supply services – Udbud af kontrakt vedrørende levering, drift, vedligeholdelse, support og videreudvikling af et internetbaseret bookingsystem til Forsvarets Puljekøretøjer

The Danish Defence Acquisition and Logistics Organisation (FMI) wishes to enter into a contract concerning the delivery, 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, operationally secure and user-friendly solution that supports effective booking, loan and return of pool vehicles and provides FMI with access to relevant operational and administrative data. The purpose of the contract is to provide the Danish Defence with a comprehensive solution that, with a minimum of resource consumption from FMI, enables secure, flexible and effective management of pool vehicles across the organisation. The solution must support both open and closed vehicle pools, handle a large number of users and vehicles and contribute to high availability and continuity in the Danish Defence's transport solutions. The contract includes the supplier's delivery, operation, maintenance, support and further development of the entire system, including both the application and the necessary infrastructure for the Danish Defence's pool vehicles, as well as the delivery, 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 put into operation in accordance with FMI's requirements. The supplier is responsible for delivering 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 integrating existing data on users, pools, pool vehicles and bookings and 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 and technical support and a 24/7 manned helpdesk. The contract runs for 72 months from signature. The contract may be extended on the same terms for up to 2 times 24 months. It is a requirement that the development period must not exceed 6 months in duration and that the implementation period must not exceed 6 months in duration. The current system handles approximately 25,000 users and 2,800 pool vehicles. During the contract period, the solution is expected to be able to handle up to approximately 5,000 pool vehicles as a starting point. Given the uncertain international security policy situation, the Danish Defence however has a need for an option to be able to scale the solution so that the application and the associated infrastructure can be expanded to handle up to 10,000 pool vehicles at the customer's request without deterioration in functionality, response times, availability or the other requirements and service targets set out in the contract. Furthermore, the contract includes an option concerning the choice of access technology to the pool vehicles, whereby the customer, instead of using the Danish Defence's existing access media (RFID etc.), can choose an access and locking system supplied by the supplier on the terms set out in the specification and the contract.