Logiciel de Réservation des Salles & Matériels POUR LE POLE REGIONAL D'EXCELLENCE

The contract timeline includes the following information:

• Contract Start Date: The duration of the framework agreement begins to run from the date of its notification.
• Total Duration:
• According to the CCAP (Cahier des Clauses Administratives Particulières), the framework agreement is concluded for an initial period of 12 months and is tacitly renewable, including 3 renewals, with each renewal period lasting 1 year. This implies a total potential duration of 4 years (1 initial year + 3 renewal years).
• Conversely, the DPGF (Décomposition du prix globale et forfaitaire) shows a "PÉRIODE FERME (3 ans)" followed by "RECONDUCTIONS" for "An 4" and "An 5", indicating a "Total HT 5 ans".
• Key Milestones/Phases:
• The proposed solution must be operational and accepted by November 30, 2026, at the latest.
• The site opening for learners is scheduled for January 4, 2027.
• Payment milestones are linked to project phases:
• 30% upon "Mise en Ordre de Marche," which involves the installation of developments or specific configurations on the test platform for technical and functional tests.
• 50% upon "Vérification d'Aptitude," pronounced at the completion of technical and functional tests, after all anomalies have been corrected.
• 20% upon "Vérification de Service Régulier," pronounced after three months of production use, once all anomalies have been corrected.

Contract end date is not explicitly stated as a fixed calendar date but is determined by the initial period and any subsequent renewals.

The core scope of work for this tender is the provision of a Software for Booking Rooms & Equipment for the Regional Pole of Excellence (Pôle Régional d'Excellence des Formations Sanitaires, Sociales et de Santé - PE3S). This will be established through a single-award framework agreement for supplies, specifically for information and communication technologies software.

The high-level summary of the Statement of Work and core deliverables includes:

• Deployment and Initial Configuration: This involves setting up the system, including parametrizing reservable spaces (amphitheaters, various rooms, 21 boxes), pre-assigned rooms, preferential rights, and a catalog of mutualized pedagogical equipment (e.g., mannequins, simulation equipment). It also covers creating 20 user accounts with profiles and rights, integrating with Microsoft Outlook/Exchange, conducting acceptance tests, and providing accompanied go-live support with a 15-day reinforced hotline. These services are one-shot deliverables for the first year, to be operational by November 30, 2026.
• SaaS Licenses - Annual Subscription: This covers the annual use of the reservation platform, including the materials module and Outlook integration. The hosting must be in the EU with 99.5% availability, TLS 1.2+, and GDPR compliance, for 20 subscribers. This is an annual subscription over a firm period of three years, with two potential annual renewals.
• Initial User Training: A one-time training program for Year 1, to be completed before November 30, 2026, including training materials. This encompasses administrator training (2-3 people, minimum one day) on configuration, reference systems, and reporting, and end-user training (trainers and secretaries, minimum half-day) on web and Outlook reservations and iCal exports.
• Corrective & Evolutionary Maintenance + Support: An annual subscription for ongoing support, including corrective maintenance with specified resolution times (P1 < 4 hours, P2 < 1 day, P3 < 5 days) and user support via ticketing and email (8 am - 6 pm, Monday to Friday, excluding public holidays). It also covers evolutionary maintenance, which includes functional and security updates at no additional cost.
• Optional Supplementary Service - Bidirectional FORMEIS / YPAREO Interface: This facultative and non-eliminatory option includes the development, deployment, and annual operational maintenance of an API REST YPAREO interface (for reading sessions, writing assigned rooms, and managing cancellations) and a FORMEIS connector. The reservation software will be the master for physical availabilities, while FORMEIS/YPAREO will be the masters for pedagogical data, with specific synchronization frequencies and timestamped logging.