Jur/2026/fmis - 1

The contract has a total duration of 6 years. This period begins from the date mentioned at the closing of the contract.

The implementation of the Facility Management Information System will be carried out in phases. The primary needs of the Erasmushogeschool Brussel (EhB) serve as the starting point for this implementation approach.

The first phase, considered high priority, focuses on operational management and maintenance. This phase includes inventory management (installations, building elements, IT, and logistical inventory), asset management (land, buildings, technical equipment, and movable assets), planned maintenance management, and reactive management.

The functionalities, modules, or user licenses will be called upon in phases, depending on the needs, organizational maturity, and available budgets of the contracting authority. The contracting authority reserves the right to adjust the order, timing, and scope of these implementation phases. Additionally, the implementation process includes test and acceptance phases that must occur before the system is commissioned.

The core scope of work for this tender involves a framework agreement for the implementation of a Facility Management Information System (FMIS) over a six-year period. The project is structured into distinct phases, with functionalities to be rolled out based on evolving needs, organizational maturity, and available budgets.

The Statement of Work and core deliverables can be summarized as follows:

• FMIS Software: Provision of software licenses for different user types, including full users (with full functionality and system administration), limited users (with restricted views for notifications, statuses, and reports), and requesters (for viewing and tracking requests via a portal). This also includes the use of the FMIS platform for various management modules across all three phases.
• Implementation Phases (One-time cost per phase, including data import and interfaces):
• Phase 1 (High Priority - Operational Management and Maintenance): Focuses on daily operational management of buildings, installations, and assets. This includes inventory management (installations, building elements, IT, logistical inventory), asset management (terrains, buildings, technical equipment, movable assets), planned and reactive maintenance management (including ticketing), customer relationship management, service requests, reporting, business intelligence, data analysis, security management, and document management for these processes.
• Phase 2 (Medium Priority - Real Estate and Facility Management): Extends functionalities to real estate management, encompassing the management of rental and lease contracts, business rights, cost allocation and distribution keys, space management, energy and environmental management, planning and dispatching of facility employees, and real estate management.
• Phase 3 (Long-term Priority - Strategic Management and Policy Steering): Supports strategic decision-making and long-term asset management, including portfolio management, strategic decision-making and follow-up, cost analysis, and management of facility services.
• Consultancy and Services: Provision of support for change requests and optimizations, "train-the-trainer" sessions, assistance with reporting and dashboards, and guidance for integrating with other systems.
• Training: Comprehensive training for full users (including system administration), limited users (focused on notifications, statuses, and reports), and "train-the-trainer" programs.
• Support and Services: Ongoing technical maintenance and support services from the FMIS supplier for the entire six-year contract duration.
• Data Import: The contractor is responsible for initial data migration and configuring necessary import functionalities, including a tool for reading data from common file formats like CSV, XLSX, and TXT.