Purchase and implementation of an IT-system for the management of Aarhus University's external relations (ERM)

Aarhus Universitet

A tender is offered for a supplier contract for the configuration, implementation and licensing of an External Relationship Management (ERM) System based on the requirements for functionality described in the subsequent tender procedure.
Instead of maintaining a vast number of local systems with data on the university's external relations, AU wish to integrate efforts into one common system in order to work and share knowledge smarter and faster.
The first steps have been taken with the current system, and the tender is a part of ensuring continued progress.
The overall scope and aim of the system is to set up the basic infrastructure needed for this.
The Customer's organization consists of a multitude of administrative and research departments with a high degree of daily management of external relations.
Thus the number of potential departments and users of the system is very high. Therefore the tender requires a highly scalable solution, both in terms of number of departments involved, but also in terms of the depth of functionality in the system.
In terms of functionality, the tendered solution includes a basic ERM-system and potentially its connected Alumni portal.
The logical expansion is into an associated career portal as there is an almost common target group and shared content.
In terms of departments involved, this tender focuses on the departments already sharing a system and a few eager to join.
This system's scalability is essential because the basic operational mode will be expansion to the entire organisation.
For AU Knowledge Exchange this system will be the key tool in leveraging the university's combined knowledge of its external relations. The system will be offered to administrative and research departments throughout the university and will thus serve to support the strategic work with external relations.
From a data perspective the tender will focus on a flow of data about students and alumni from a web service from the Customer's study administrative system, STADS. Future integrations will focus on databases both internal en external to the Customer's own systems, such as Learning Management Systems, Identity management systems or national databases with organizational data.
The Tenderer will get the opportunity to supply the main system for supporting management of external relations at Aarhus University.
These external relations include alumni (former students), employees and organizations.
The system will also handle students, but primarily in terms of their involvement in projects with the university's external relations or their engagement with local departments such as AU Alumni or AU Career's services for students.
The ERM-system will serve as the data hub for other functionality, such as event management, e-mail marketing and portals for alumni.
The tender is made by one of AU's administrative divisions, AU Knowledge Exchange, and aims to continue the ongoing work towards an integrated approach to the university's external relationship management.
The scope of the tender thus applies to seven departments both inside and outside AU Knowledge Exchange.
Today, four of these departments work on a common database with a connected alumni portal (www.alumni.au.dk), and this system is the subject of the tender.
AU wish to offer a contract to the Tenderer with the best bid primarily based on highly configurable standard functionality that will support both existing activities in the system and be prepared to grow with us.
This Tender comprises a contract, which contains elements of both a public contract as a framework agreement, as the contract comprises both Supplier's duty to supply the above specified services on the establishment and operation of the system for the handling of external relations to Aarhus University, and it will contain an element of a framework agreement in connection with the university's opportunities for during the contract period to order any related consultancy services, alterations and further development of the system.

Deadline
Fristen for modtagelse af bud var på 2014-05-05. Indkøbet blev offentliggjort på 2014-04-04.

Leverandører
Følgende leverandører er nævnt i tildelingsbeslutninger eller andre indkøbsdokumenter: