Change with Impact

System acquisition

Full acquisition support

From tender management to final implementation of your new system, we are there to help you find the right IT solution and supplier.

System acquisition

Private-sector organisations are not bound by EU regulations when it comes to finding the right IT supplier for a given solution. But public-sector organisations are. They are required to conduct an EU tender round when the size of the acquisition exceeds current threshold values.

For most organisations, the whole tendering process is quite a challenge. The tender must meet the latest EU regulations; all requirements need to be included and specified correctly to make sure the right supplier responds, and finally a choice has to be made among, typically, a number of qualified candidates and solutions. 

Our team of highly experienced consultants has assisted a wide variety of organisations with the implementation of tasks within EU tender management and IT acquisitions. To make sure the service we offer is fully up-to-date, we follow developments within EU tender regulations and regularly update our methods base with the legal and business-related requirements for suppliers, products and services.

Our tender management process

The tender management process includes seven main stages:

Stage 1 - Verification of tender readiness and preparation of tender documents

We help manage the tender checklist and assess whether your organisation and processes are ready for a full tender round.

Stage 2 - Preparation of requirements specification and draft contract

We carry out a requirements specification process to guarantee that you achieve the objectives of the tender. This process includes: priority of requirements, drafting of contract and a rough outline for the tender (incl. selection and award criteria for prequalification and bidding).

Stage 3 - Disclosure of tender

The draft outline for the tender is specified, approved and disclosed. We then move on to complete the tender documents.

Stage 4 - Prequalification round (depending on type of tender)

We conduct a prequalification round to assess qualifications in relation to selection criteria. All document transactions are registered in a tender log. The tender documents are consolidated, quality checked and prepared for sending.

Stage 5 - Submission of tender documents and description of negotiation process

The tender documents are sent to the prequalified suppliers along with a description of the contract negotiation process and specification of ground rules. Rejection letters are drafted for the suppliers who did not make it through prequalification.

Stage 6 - Tender processing and selection

All submitted tenders are registered upon receipt and checked to ensure they meet the stated requirements. The tender that comes closest to meeting the customer’s requirements is identified, and the supplier is informed. Contract meetings are held with the customer to review contract terms and conditions and to clarify any additional issues.

Stage 7 - Contract signing

The contract and its appendices are reviewed and signed by both parties, and the short- as well as long-term framework for the management of the contract is settled.

Featured clients

FIH Erhvervsbank
Fast ITSM implementation and efficient process work
In only five months, FIH has succeeded in introducing an ITSM system which can support the parallel process work, so that the effects of the process improvements can be made visible in the supporting system immediately. The fast introduction of an ITSM system has made measurement and follow-up possible and, thus, allowed for the making of fact-based decisions during the process and optimisation work.
University of Copenhagen
Effective implementation of ITIL
Koncern-it is the University of Copenhagen’s joint IT unit, supplying more than 37,000 students and more than 8,200 FTEs (the number of employees is significantly larger) with a number of central IT services. The challenge of Koncern-it was to create clear roles and responsibilities in processes in order to free time and energy for focusing on delivering customer value.