AwardedServicesEuropeanOpen
EU open tender Case Management System
Gemeente Coevorden · Open · 1 lots · 372651
5
5 of 6 core insights found
Measures presence, not accuracy · documents remain authoritative
ScopeAdvicePoints of attentionSuitability requirementsAward criteriaTimeline
Type
Services
72000000
Estimated value
€ 400K
estimated
To deadline
Ongoing
Knock-outs
0
exclusion grounds
Award basis
Best price-quality ratio
Assess manuallyconfidence high
This tender concerns the supply of a case management system consisting of software purchase and services for the Municipality of Coevorden.
Services · Open · European procedure
EuropeanComplete timeline
CharacteristicsCPV 72ServicesEU tender
01What is being requested
The assignment concerns the purchase of software and associated services for a case management system.
The current case management system of the Municipality of Coevorden (Medewerkerportaal, Atos esuite) is so-called ‘end-of-life’, meaning that support (further development and maintenance) for the use of the software will cease. In 2024, extensive research was conducted into the most suitable route for the Municipality of Coevorden to not only replace the case management system but also to implement the ambitions of the 'samen slimmer werken van en met Coevorden' program. The objective of this tender is to contract one market party to make the case management system available, implement it, and
1EU open tender Case Management System€400,000
02Outcome
Awarded
xxllnc Productiviteit B.V.
Bidders
3
03Strategic insight
Strategic insight · AI analysis
Ensure full coverage of the demonstration script topics to meet the requirements. Take the SROI obligation into account over the total contract value. Pay close attention to the GIBIT provisions in the agreement, as the municipality accepts few deviations.
04Points of attention
Important · 8
Digital signatures must comply with the eIDAS regulation.Important
The maximum size for a requirement is 4 A4 pages (excluding screenshots).Important
The implementation plan may cover a maximum of 10 pages (excluding screenshots).Important
During the demonstration, the overall storyline from the script must be followed.Important
The data processing agreement will be customized after award.Important
The SaaS escrow arrangement has a term of 12 months.Important
The required availability is 99.5%.Important
The performance requirement for the solution is a maximum of 3 seconds.Important
05Can I take part?
Other — Application of an SROI percentage of 2% over the entire contract value, including purchase, maintenance, and services.
06Exclusion 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).
07Process & timeline
Submission of questions second question round 2
2025-05-02
Memorandum of Information 2/ answering questions
2025-05-12
Submission of Tenders/closing date
2[telefoonnummer verwijderd] uur
Opening of Tenders
2[telefoonnummer verwijderd] uur
08Value in context
€400,000
09Bidders in this segment
#Likely bidderFitWins
1Centric Netherlands B.V.SME9956×
2PinkRoccade Local Government B.V.SME9834×
3PQR B.V.SME9826×
4Visma Roxit B.V.SME9816×
5Afas Software B.V.SME9732×
6Protinus IT B.V.SME9732×
10Tender documents
TN516747 - EF29 Aankondiging gegunde opdracht - algemene richtlijn, standaardregeling 20251110102042pdfNov 11, 2025 · 14 KB
Bijlage E - Concept overeenkomst 3.0pdfMay 9, 2025 · 213 KB
Bijlage P - Koppelingen 2.0docxMay 9, 2025 · 61 KB
Nota van Inlichtingen IIxlsxMay 9, 2025 · 22 KB
Bijlage P - Koppelingen 2.0pdfApr 18, 2025 · 102 KB
Aanbestedingsleidraad Zaaksysteem 2.0pdfApr 18, 2025 · 459 KB
Bijlage B - Referentieformulier 2.0docxApr 18, 2025 · 144 KB
Nota van Inlichtingen I Zaaksysteem 18042025pdfApr 18, 2025 · 393 KB
Bijlage H - Programma van Eisen en Wensen 2.0pdfApr 18, 2025 · 276 KB
TN516747 - EF16 Aankondiging van een opdracht - algemene richtlijn, standaardregeling 20250418102441pdfApr 18, 2025 · 14 KB
TN516747 - EF16 Aankondiging van een opdracht - algemene richtlijn, standaardregeling 20250328085919pdfMar 30, 2025 · 14 KB
Bijlage F - Concept wachtkamerovereenkomstpdfMar 30, 2025 · 243 KB
11Legal 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 243> Meervoudig onderhandse procedure. Dat de aanbestedende dienst met een SaaS (Software as a Service) oplossing besparingen zou kunAdvies 475> Beklaagde, een samenwerkingsverband van gemeenten [A], [B], [C] en [D], heeft op 29 maart 2018 een Europese openbare aanbestedinAdvies 59> Meervoudig onderhandse aanbestedingsprocedure met betrekking tot een opdracht voor de levering van postdiensten en bezorging. InAdvies 48> Europese niet-openbare procedure voor werktuigkundige en elektrotechnische installaties van de nieuwbouw van een multifunctionel
12Frequently asked questions
What is the term of the agreement for the new case management system?
The agreement is entered into for a period of 4 years, with the possibility to extend it four times by one year each time.
How is the SROI obligation applied to this assignment?
The SROI percentage applies to the entire contract value, including the purchase of the software, maintenance, and associated services.
Is it possible to sign documents digitally?
Yes, digital signatures are permitted for signing agreements and declarations, provided the signature complies with the rules of the eIDAS regulation.
What is the intention regarding the party that finishes second in the procedure?
A waiting room agreement will be concluded with the party that finishes second.
Automatically compiled from the official tender data and documents.
13Estimated value versus the market
p25
€ 327K
€ 327K
median
€ 800K
€ 800K
p75
€ 2,5 mln
€ 2,5 mln
€ 400K
Gegunde waarden in CPV 72 · diensten n=1436