Dynamic purchasing system (DPS) for Technology Acquisition Framework (computer equipment…)

Buyer: European Union Agency for the Operational Management of Large-Scale IT Systems in the Area of Freedom, Security and Justice (eu-LISA), Estonia, Tallinn

Duration: 48 Months

Estimated value excluding VAT: 900 000 000,00 EUR

Multiple stage procedure – companies will be selected for a shortlist and will then compete for specific contracts

Deadline for receipt of requests to participate: 21/05/2032

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Background: The Contracting Authority operates and manages several large-scale IT systems critical to its stakeholders. The IT landscape is dynamic, with systems continuously evolving, mandates expanding, and technology lifecycles necessitating regular updates and replacements.

With the end of some previous framework contracts, there is a need for a modernised, flexible, and efficient procurement mechanism to ensure the Contracting Authority can continue to meet its technology requirements effectively.

The Contracting Authority requires ongoing access to a wide range of vendor technologies to:

• Support the development, maintenance and evolution of its existing and future IT systems.

• Scale its IT infrastructure to meet increasing operational demands and ensure adequate capacity.

• Refresh and replace hardware and software components reaching end-of-sale (EoL) or end-of-support (EoS) to maintain security, performance, and compliance.

• Integrate new technological solutions and innovations into its environment.

• Acquire and maintain specific tools and solutions required to manage, monitor, and operate its IT systems.

• Equip its internal corporate ICT environment with the necessary technologies (e.g., workstations, office software and tools, internal network, compute and storage components) required by the contracting authority’s staff – including those in supporting functions such as but not limited to HR, Finance, Procurement, and Communication – to effectively develop, maintain, and operate the large-scale IT systems and manage the contracting authority’s operations and mandate.

To address these continuous needs, the Contracting Authority is establishing the Technology Acquisition Framework (TAF) Dynamic Purchasing System (DPS). This DPS aims to provide a streamlined and competitive process for procuring necessary hardware, software (including licenses and subscriptions), and associated consultancy services directly from technology vendors, ensuring the Contracting Authority remains equipped with the necessary technology to fulfil its mission.

Scope: The general scope of the Technology Acquisition Framework (TAF) Dynamic Purchasing System (DPS) is the procurement of reselling services for various IT technologies, telecommunication services and associated vendor professional services through various acquisition models including purchase, rental, and leasing. This DPS serves as the primary mechanism for the Contracting Authority to acquire technologies necessary for the support, maintenance, evolution, and expansion of their IT infrastructure, IT tools and systems.

The exact scope and requirements of each Contract will be determined at the level of the procurement documents of the respective Competition and may include, for example, the following supplies and services falling under the general scope of this DPS:

1.4.1. Reselling hardware in the following domains, but not limited to:

o End-point computing equipment (e.g. desktop computers, hybrid device products (e.g. convertible or detachable notebooks or other form factors), desktops, thin clients, tablets, mobile phones (with privacy screen filters or external disks) with flat-panel displays (in various sizes) and IT peripherals (e.g. docking stations, keyboards, mice, headphones), unified communication peripherals (such as headsets, desktop speakers, webcams, encrypted USB keys, physical security locks and printing devices).

o Data Centre Servers (physical, blade, converged and hyper-converged infrastructure) and storage solutions (SAN, NAS, DAS, Object storage, backup systems, related hardware and software).

o Network equipment (routers, switches, firewalls, load balancers, wireless controllers and access points, network security appliances, WAN optimisation, encryption devices).

o Communication and Videoconferencing equipment.

o Data Centre Infrastructure components and modules (racks, cabling solutions, power distribution, monitoring tools, cart and trollies for moving heavy equipment, cable management tools, tool kits, mobile or permanent data centre modules).

o Peripherals and other related hardware components required for the operation and maintenance of the Contracting Authority’s IT environment.

o Tools for connecting, moving, assembling, and transporting e.g. Infrastructure-as-a-Service (IaaS): Subscriptions to externally managed infrastructure solutions, subject to Contracting Authority’s security and compliance requirements.

o Platform-as-a-Service (PaaS): Subscriptions to externally managed platform solutions, subject to Contracting Authority’s security and compliance requirements.

o Secure Storage stocking Services: Provision of secure, temporary storage facilities for hardware stocking. This service may be required when the Contracting Authority’s premises lack immediate space or readiness for installation, allowing hardware to be stored securely until requested for final delivery and/or installation.

o Other infrastructure solutions, tools or technologies that do not necessarily fit within the above groups but fall within the scope of the DPS.

1.4.2. Reselling software in the following domains, but not limited to:

o Software Licenses: Acquisition of licenses for Commercial-Off-The-Shelf (COTS) software, including perpetual licenses and subscription-based licenses (e.g., term licenses, enterprise agreements).

o Software Maintenance and Support: Associated maintenance contracts, updates, upgrades, patches, and technical support services for acquired software.

o Software-as-a-Service (SaaS): Subscriptions to externally managed software solutions, subject to Contracting Authority’s security and compliance requirements.

o Support for Open-Source Software: Professional support services for open-source software packages utilised within the Contracting Authority’s infrastructure.

o Operating Systems, Database Management Systems, Middleware, Virtualization Platforms, Container Orchestration Platforms, Monitoring tools, Security Software (e.g., antivirus, SIEM, IAM), and other system software.

o Other software solutions or software technologies that do not necessarily fit within the above groups but fall within the scope of the DPS.

1.4.3. Reselling vendor-specific associated professional services:

Scope Limitation: Professional services under this DPS are limited to those linked to the specific vendor hardware or software products being acquired or already acquired under contracts resulting from other procedures.

Examples of In-Scope Services, but not limited to:

o Vendor-specific associated professional services: Expert assistance in integrating the specific acquired vendor hardware/software into the Contracting Authority’s existing IT landscape and systems.

o Vendor-Specific Installation and Configuration (Customization): Services focused on the deployment, setup, and configuration of the particular vendor’s products according to the Contracting Authority’s requirements and best practices for that technology.

o Vendor-Specific Advanced Support: Technical assistance beyond standard maintenance, advanced operational assistance, complex troubleshooting, performance tuning, or operational challenges related to the specific vendor’s products.

o Vendor Product Knowledge Transfer and Training: Training services specifically covering the administration, operation, configuration, and maintenance of the acquired vendor technologies.

o Vendor License Optimisation: Consultancy focused specifically on optimising the usage and compliance of licenses.

o Media sanitization (secure erasure of data) of datacentre infrastructure equipment. Moves (relocation) of datacentre infrastructure equipment.

o Logistics service designed for secure, end-to-end transportation of critical assets both within individual Data Centres and across the broader EU Member States DC network. This service should include but not be limited to: professional packing, palletizing, transit of technical hardware and infrastructure components. All such logistics activities must strictly comply with the indicated security protocols, procedures and safety principles.

o Decommission of Hardware: Facilitate vendor reuse or repurposing of hardware to maximize its value or responsibly dispose of it through certified e-waste recycling providers. Offer discounts on new equipment

in exchange for taking back old equipment, or arrange for free-of-charge packaging, transportation, and environmentally friendly disposal or repurposing to benefit the Contracting Authority and reinforce green public procurement. Maintain detailed documentation of the decommissioning process, including certificates of hardware sanitization and disposal receipts, to ensure accountability and proper, responsible environmental management. o Other vendor-specific associated professional services that do not necessarily fit within the above groups but fall within the scope of the DPS.

1.4.4. Reselling Telecommunication services in the following domains, but not limited to:

o DNS, IP Registration and Certificate Services: Management, registration, and renewal services for public domain names, IP address blocks and autonomous system numbers (ASN).

o Telecommunication lines and connectivity:

• Leased lines or private circuits (e.g. MPLS, point-to-point) providing connectivity between eu-LISA sites and stakeholder locations.

• High-capacity internet access lines.

• Connectivity to cloud service providers (e.g. direct interconnects).

• Mobile telephony and data subscriptions (SIM cards, 5G/4G services).

• Satellite communication services for backup or remote connectivity.

o Other telecommunication services that do not necessarily fit within the above groups but fall within the scope of the DPS.

The Contracting Authority may use this DPS to establish new contracts or to extend or renew existing services (such as, but not limited to, maintenance contracts, telecom lines, or subscriptions) that were initiated under previous procurement procedures.