Public procurement notice: Prior Information Notice Without Call For Competition
Published: 2022-03-28
Buyer: Aarhus University (AU)
Country: DK
Contract type: Services
CPV classification: 72000000 | 72200000 | 72220000: Systems and technical consultancy services | 72230000: Custom software development services | 72240000
Estimated value: 150000000 DKK

Technical requirements: Υπηρεσίες τεχνολογίας των πληροφοριών: παροχή συμβουλών, ανάπτυξη λογισμικού, Διαδίκτυο και υποστήριξη
Aarhus University conducts a market dialogue on functional and strategic topics in order to secure a future-proof system. The purpose and description of the market dialogue is described in Section II.2.4) below.
The purpose of the market dialogue is to understand the market of student information systems and further to ensure a procurement process with a broad field of participants.
The market dialogue will consist of dialogue meetings with potential suppliers including demonstrations of the suppliers’ solutions. Interested suppliers can register via the tender portal ETHICS, address in I.3). and download the RFI-material. The material contains a number of specific topics, which reflect Aarhus University’s need for clarification of architecture, technology, functional scope, delivery models and identified risks.
The deadline for submission of request for participation in the marked dialogue is April 8, 2022. Along with the request, interested suppliers are asked to send written feedback on the selected topics listed in the RFI-material.
Regarding step 1) of the market dialogue, the main objective of this RFI is to gain insight in the market. Consequently, there are few formal requirements to answering the RFI. The RFI-material will be sent by email to the suppliers, who submit a request to participate in the market dialogue, and the market dialogue material will also be made available in ETHICS. AU has included an RFI-spreadsheet with detailed questions, which we seek answers to.
The deadline for request to participate in the market dialogue and the submission of answers to the RFI-material is April 8, 2022.
Please do not hesitate to ask questions related to the understanding of the RFI. When submitting a response to the RFI, you can answer directly in the spreadsheet or refer to documents or appendices, as you prefer. AU encourages the suppliers to submit answers based on any relevant standard material, and AU will study the received material and documentation. AU particularly calls for papers explaining your relevant products and their feasibility to support our main processes, your product strategy and roadmap, and your ability to deliver solutions to us as SaaS. AU will use the information gathered in the market dialogue and RFI to finalize the tender material, including the contract and its appendices.
Based on the received RFI-material, AU will invite relevant suppliers to participate in the market dialogue step 2) with executive meetings and solution demonstrations. The demonstrations can either be conducted at AU’s premises or as a virtual meeting. The number of suppliers that will be invited to the market dialogue is not yet defined, as this will depend on the market’s interest in the upcoming project. AU will preliminarily expect to conduct market dialogue with 4-6 suppliers. The meetings will expectedly be conducted in weeks 16 and 17 2022.
AU will not disclose any information received during the market dialogue, and AU therefore encourages an open dialogue.
Please note that the estimated date of publication of contract notice in Section II.3) below is tentative given that the overall tender strategy for the project has not been finalized yet. The contract will have no fixed expiration day but will run until terminated. The estimated value in Section II.1.5) is based on an 8 year period. This estimated value is only to be considered an indicative amount, and this number will be revised during the preparation of the tender material. The customer has decided not to divide the tender into lots since the tender concerns a standard it-system, which is not technically possible to divide into lots.
The contracting authority will use the procurement system Ethics, cf. address in section I.3) during the market dialogue, and all relevant market dialogue material will be available on the website.
Interested parties can register on the website www.ethics.dk (available in English) and will receive an admission with username and password. Please be aware that it is necessary to install Adobe Reader (version 11.0.7 or newer) or Adobe Acrobat (version 6.0 or newer) as well as a program compatible with docx-files in order to access the procurement system and read the dialogue material. If any questions or issues arise regarding how to participate in the market dialogue, the Suppliers are welcome to reach out to the contact person listed above. If any technical problems occur during the use of the procurement system, the interested parties are also welcome to, make an enquiry to Ethics Support: at telephone number +45 7022 7007 (during the daytime hours (08:30 - 16:30)). If a technical problem is assumed to affect all parties, information will be published on the procurement website. The language used during the market dialogue is English.
Additional information about the market dialogue can be found at the address provided in section I.3.).
Suppliers will not receive any fee or compensation for participating in the market dialogue, however the suppliers’ contributions in the market dialogue are highly valued by AU, and the contributions will surely be used in finalizing the tender material in the upcoming project.


Award value: 150000000