OpenSuppliesEuropeanOpen
EU Procurement Meeting Solution for Radboud Universiteit
Radboud Universiteit Nijmegen · Open · 1 lots · 411362
5
5 of 6 core insights found
Measures presence, not accuracy · documents remain authoritative
ScopeAdvicePoints of attentionSuitability requirementsAward criteriaTimeline
Type
Supplies
48920000 · Office automation soft
Estimated value
€ 1,00M
estimated
To deadline
-75d
Apr 6, 2026 · 12:00
Knock-outs
0
exclusion grounds
Award basis
Best price-quality ratio
Assess manuallyconfidence high
Tender for the delivery of a SaaS meeting solution that supports the entire process from scheduling to archiving and decision-making. The solution must meet strict requirements regarding accessibility, security (ISO 27001), and integration with SURFconext.
Supplies · Open · European procedure
European
CharacteristicsCPV 48SuppliesEU tender
01What is being requested
Delivery of a SaaS meeting solution to support the entire meeting and administrative decision-making process, including agenda management, decision-making files, action management, and archiving for Radboud Universiteit.
With this contract, Radboud Universiteit aims to acquire solutions for meeting software that optimally support administrative meetings. Radboud Universiteit is looking for a party that can provide a user-friendly and reliable solution that aligns with our work processes, without all conceivable additional functionalities being necessary.
1EU Procurement Meeting Solution for Radboud Universiteit€1,000,000
02Strategic insight
Strategic insight · AI analysis
Ensure that the software fully complies with the extensive list of Yes/No exclusion questions, as failure to meet these requirements leads directly to exclusion. Focus strongly on the security and integration requirements, specifically the ISO 27001 certification, the SURFconext connection, and the strict rules for data location within the EEA. Verify whether the technical performance (10-second response time) and the availability guarantees (99.9% uptime) are demonstrably built into the solution.
03Points of attention
Important · 5
Exclusion criteria: Many functional requirements (such as PDF-A conversion, initialing, and specific response times) are formulated as Yes/No questions with an exclusion status.Important
Availability: Patches and releases must not affect availability during working days between 07:00 and 19:00.Important
Data storage: All data, including backups and replication, must not be stored outside the EEA or in countries with an adequacy decision.Important
Authentication: Connection with SURFconext is mandatory and must be realized within 2 months after award.Important
Security: The supplier must comply with ISO 27001 or a comparable standard (CMMI level 3, COBIT, SURFAudit).Important
04Can I take part?
Technical · 14
The solution supports the meeting process: request for scheduling/importing, preparing the agenda, handling the meeting (report, action list, decision list) and exporting the meeting file.Technical
Support for the administrative decision-making process including decision-making files, workflow for initialing, status overview and recurring agendas.Technical
Availability of a Personal Folder with functions for uploading, converting to PDF-A, annotating and sharing with authorization management.Technical
Scalability for at least 100 users without loss of performance.Technical
Import of formats: .pdf, .pdfa, .jpeg, .doc(x), .ppt(x), .xls(x) and .odf with the possibility of conversion preferably to .pdf.Technical
Support for hyperlinks in attachments.Technical
Possibility to recover deleted agendas and attachments within a period to be determined.Technical
User interface available in Dutch and English.Technical
Full-text searchability of documents and attachments.Technical
Dutch-language support during office hours (Mon to Fri between 08:00 and 17:30).Technical
Response time for data display and processing of changes is a maximum of 10 seconds.Technical
Maintenance schedule for planned maintenance where execution takes place from Monday to Sunday between 00:00 and 07:00 Dutch time.Technical
Solution must comply with WCAG 2.1 level AA.Technical
Support for federated authentication based on SURFconext (realization within 2 months after award).Technical
Professional capability · 2
Announcing new releases in a timely manner and patches/releases must not affect availability during working days (07:00 – 19:00).Professional capability
Supplier possesses a valid ISO 27001 certificate (or equivalent audit report such as CMMI level 3, COBIT or SURFAudit).Professional capability
05Exclusion grounds
Exclusion grounds — consult the ESPD
- No specific exclusion grounds were extracted. In a European tender, the mandatory and discretionary grounds of art. 2.86/2.87 of the Dutch Procurement Act almost always apply — check the European Single Procurement Document (ESPD).
06Value in context
€1,000,000
07Likely competitors
#Likely bidderFitWins
1Afas Software B.V.SME9881×
2Bechtle direct B.V.SME9433×
3COMPAREX Nederland B.V.SME9342×
4Visma Circle B.V.SME8923×
5Visma Raet B.V.SME8722×
6Unit4 Business Software Netherlands B.V.SME8720×
08Tender documents
Begrippenlijst.pdfpdfMar 11, 2026 · 45 KB
Inschrijvingsfase.pdfpdfMar 11, 2026 · 31 KB
Prijsblad Vergader Software Radboud_def.xlsxxlsxMar 11, 2026 · 23 KB
Programma van eisen.pdfpdfMar 11, 2026 · 111 KB
20190607_gezamenlijke_verwerkingsverantwoordelijkenovereenkomst_def_1 (2).docxdocxMar 11, 2026 · 966 KB
Gunningscriteria.pdfpdfMar 11, 2026 · 55 KB
Beschrijving.pdfpdfMar 11, 2026 · 30 KB
Programma van wensen.pdfpdfMar 11, 2026 · 45 KB
20200519_verwerkersovereenkomst_ru_versie_3_0_juli_2019 (2).docxdocxMar 11, 2026 · 966 KB
UEA Radboud Universiteit Nijmegen.pdfpdfMar 11, 2026 · 84 KB
DUO 1.0 maart 2022.docxdocxMar 11, 2026 · 1029 KB
Modelovereenkomst_ARBIT_2022_sept_2023 (6).docxdocxMar 11, 2026 · 64 KB
09Legal themes that may be relevant here
Advies 53> Europese openbare procedure voor een overheidsopdracht tot het verrichten van diensten bestaande uit (dagelijks en periodiek) scAdvies 134> Europese openbare aanbesteding levering en onderhoud van lockers op scholen. Klager schrijft niet in omdat de opdracht volgens hAdvies 98> Europese openbare aanbestedingsprocedure voor een raamovereenkomst met één ondernemer voor het vervangen van armaturen (straatveAdvies 48> Europese niet-openbare procedure voor werktuigkundige en elektrotechnische installaties van de nieuwbouw van een multifunctionelAdvies 428> Beklaagde heeft een Europese openbare procedure aangekondigd voor een raamovereenkomst voor diensten voor het inhuren van materi
10Frequently asked questions
What is the intended delivery date of the meeting application?
The meeting application must be technically and functionally operational before 30 April 2026.
Which suitability criteria must a bidder meet?
Bidders must provide evidence of a comparable project implementation within an educational institution.
What is the scope of the requested meeting solution?
The scope includes the setup of the SaaS service provision, technical implementation, support, training and education, and the associated documentation.
Which core functionalities must the meeting solution support?
The solution must support the meeting process, including scheduling, preparing the agenda, handling meetings (minutes, action and decision lists), and exporting meeting files for archiving.
Automatically compiled from the official tender data and documents.
11Estimated value versus the market
p25
€ 350K
€ 350K
median
€ 737K
€ 737K
p75
€ 1,9 mln
€ 1,9 mln
€ 1,0 mln
Gegunde waarden in CPV 48 · leveringen n=653