Energie- Management Systeem

The contract timeline is as follows:

• Contract Start Date: The agreement becomes effective upon signature by both parties. The implementation is to start after the agreement is signed. The agreement goes into effect after the Acceptance of the Solution (production-ready) by the Client, which is planned for January 1, 2028. The desired start date for the production phase is no later than January 1, 2028.
• Initial Contract Duration: Five (5) years after the Acceptance of the Solution by the Client.
• Extensions: The Client has the option to extend the agreement five (5) times for a period of two (2) years each, under the same conditions. Additionally, there is an extension option for two (2) periods of two (2) years each, in case the migration to the new Energy Management System (EnMS) is delayed.
• Maximum Contract Duration: The maximum total duration of the agreement will not exceed fifteen (15) years.

Key Milestones and Phases:

• Implementation Start: After the signing of the agreement.
• Acceptance of the Solution (production-ready): Scheduled for January 1, 2028.
• Migration of energiedata, masterdata, configuration data, and other data: To be completed and accepted by the Client by January 1, 2028.
• User training, courses, and knowledge transfer: Completion of training materials and execution of agreed training and knowledge transfer activities by January 1, 2028.
• Support during go-live and aftercare phase: Successful completion of the agreed aftercare period according to the implementation plan by June 1, 2028.
• Monitoring services, Technical management, application management, servicedesk and support, Preventive and corrective maintenance, updates, upgrades and security patches, Unlimited right of use for the Solution: These services commence from the date of written Acceptance.

The core scope of work and Statement of Work (SOW) summary for this tender include several key areas. The primary objective is the implementation and operation of a Software-as-a-Service (SaaS) Energy Management System (EnMS), which encompasses hosting and technical infrastructure.

Key deliverables and responsibilities include:

• System Provision and Management: Providing a SaaS EnMS solution, including hosting and technical infrastructure. This also covers technical and application management, Servicedesk support, and monitoring services.
• Maintenance and Updates: Performing preventive and corrective maintenance, as well as handling updates, upgrades, and security patches. Major updates and releases must be announced in a timely manner with relevant release information.
• Implementation and Project Management: Implementing the EnMS, which involves project management, configuration, setup, realization of linkages, testing, acceptance, and commissioning. This requires an implementation plan detailing project planning, milestones, design analysis, roles, risks, test approach, acceptance criteria, and communication. Changes to the plan, scope, or implementation approach must be coordinated with the client.
• Data Migration and Validation: Migrating energy data, master data, configuration data, and other relevant data as specified in the tender documents. The contractor must support the validation of migrated data and linked data sources, providing control information for completeness, accuracy, and timeliness. This includes checks on data completeness, successful processing, reconciliation between systems, and support for validation of historical data, acceptance, and chain tests.
• Connectivity: Realizing, configuring, validating, testing, and documenting necessary connections with specified systems and data sources. This involves migrating and re-operationalizing existing connections, creating new ones, configuring authentication, authorization, and communication settings, and performing functional and technical tests.
• Training and Knowledge Transfer: Providing user training, courses, and knowledge transfer to administrators, key users, and end-users. This includes delivering training materials and conducting at least one train-the-trainer session for administrators, ensuring the client can perform self-sufficient management activities.
• Go-Live Support: Offering support during the system's go-live phase and a subsequent aftercare period.
• Cloud Services: Provisioning public cloud services.
• User Rights: Granting an unlimited right of use for the solution to Leiden University and its organizational units, including a minimum of twenty-five (25) user accounts.
• Operational Considerations: Planning implementations, migrations, and major changes in consultation with the client, taking into account critical business processes. The solution must support logging of management activities and system events for administration, troubleshooting, and auditing.
• Relationship Management: Maintaining a fixed contract contact point for tactical and strategic coordination, contractual agreements, evaluations, roadmap developments, and collaboration. A replacement contact person with sufficient knowledge must be available during absences.
• Optional Modules: The tender also mentions optional modules that may be part of the assignment, such as Paris Proof and WEii, Installation, Solar PV production, Charging station, WKO-balance, Network operator, CSRD-reporting, EML, Heat network, Mobility, Public-oriented dashboards, and an Energy Management System (EMS) for active monitoring and real-time control of building management systems.

The overall scope covers the organizational, functional, and technical context of the assignment, including the number of buildings, indicative data points, required connections with internal and external systems, and the expected number of user accounts.