The project management tool is used for collaboration with stakeholders both within and outside the University. It is used for assigning tasks to different users, and follow-up on the progress of the different tasks. The tool is also used for progress reporting as well as for writing minutes and notes from internal meetings. The tool needs to be a ready-to-use, cloud-based solution since it is used by users in different countries and different organizations.
The tool must enable the following features (minimum requirements):
• Accommodate 50-55 users.
• Task management
create single and recurring tasks (create task templates), setting deadlines, assign tasks, real-time update the task descriptions and receive notifications of the changes, comments or status updates.
• Project management
create projects from a group of tasks, monitor the project progress, set deadlines and assign projects, real-time updating of the project descriptions and receive notifications of the changes, comments or status updates.
• Team documentation
possibility to create hierarchical documentation for teams
• Collaborative real-time editing
allow simultaneous collaborative editing of tasks, projects, and team documentation.
• Sharing files
allow files to be shared in tasks, projects and team documentation.
• Access control
require individual logins, support group-based access control, and use the same user identities across tasks, projects, and team documentation.
• Customizable tabular reporting
allow real-time customized tabular reports to be created about tasks and projects.
• Customizable agile boards
allow real-time customized Kanban and Sprint boards to be created about tasks and projects.
• User support & training
• Established migration workflow from our current project management application (Wrike)
• Free testing possibility for (3-5 users)
The following features are considered beneficial (optional requirements):
• Customizable automatic approval processes and workflows
• Customizable request forms and project/task blueprints
• Integration to Slack, Microsoft Teams, Miro, Zoom and Jira
• Customizable personal dashboards
allow users to organize tasks, projects, meeting minutes and team documentation in their own personal dashboard.
The most qualitative tender will be chosen based on the criterion mentioned below. Tenders will be assessed against each other based on the qualifications specified in the tender. The evaluation criteria are divided in parts and will be weighted as described below:
1) Price information 30 %
2) Quality: Beneficial features 16 %
3) Quality: Free testing 54%
The process of assessing tenders includes two stages. At the first stage, the tenders that meet the minimum requirements will be scored for sections (1) Price and (2) Quality: Beneficial requirements.
Up to 5 top tenderers will be selected for the second stage (3) Quality: Free testing.
The tender with the highest total score (price & quality) will be selected as the winning tender.