AFM – tender for workplace, security, network, cloud, and application management services

Background

The AFM's existing management contract with the current service provider expires in 2026. To ensure the continuity of services, the AFM had to issue a new tender. In this process, it was crucial that themes such as digitalization, sustainability, and internationalization were explicitly addressed. The AFM was seeking a reliable and expert IT business partner to jointly address future challenges and opportunities.

Approach

SourceMinds supported the AFM in guiding the tender process. The competitive procedure with negotiation was chosen, an approach that, after the initial tender, allows for intensive interaction between the AFM and the tendering parties. This results in a tender that optimally aligns with the AFM's needs.

Activities Performed

SourceMinds performed the following activities for the AFM's tender process:

1. Full project management for the tender process.
2. Monitoring the scope and timeliness of the tender deadlines.
3. Preparing additional information for tenderers.
4. Process management, including:
   • Managing the core team.
   • Drafting the Memorandum of Information.
   • Scheduling the assessment phases.
   • Facilitating negotiation sessions.
   • Assessing the legal validity of the tenders.
   • Facilitating consensus meetings.
   • Facilitating use-case presentations.
5. Chairing regular steering committees, including recording minutes and decisions.
6. Drafting the recommendation based on the award outcome.
7. Drafting the award letters.