Romania – Software maintenance and repair services – “Preventive and corrective maintenance services (software and database maintenance and administration, upkeep and resolution of incidents that may occur) for the IPA-ONLINE application”

Opportunity description

APIA is launching a procurement procedure for the award of a 36-month framework agreement for “Preventive and corrective maintenance services (software and database maintenance and administration, upkeep and resolution of incidents that may occur) for the IPA-ONLINE application.” The IPA Online application is an essential IT element within the system for collecting, digitizing and verifying data submitted by farmers in the Payment Campaigns conducted by APIA through 2025. Although the application is no longer used for operational processes relating to current campaigns, it remains indispensable for consulting, analyzing and using the historical data relating to periods prior to 2025. In this context, maintaining the functionality of the IPA Online application is necessary for compliance with institutional obligations regarding access to historical data, carrying out administrative checks on past campaigns, providing information to APIA’s internal structures, as well as ensuring the traceability and auditability of the data managed in the system. Since the application remains operational and accessible to APIA staff, it is mandatory to ensure a minimum level of technical support for: • corrective maintenance, necessary to remedy errors occurring in the operation of the application components, including GIS components and those involving access to historical data; • preventive maintenance, necessary to maintain the technical stability of the application, prevent performance degradation, monitor software services and avoid incidents that could affect the integrity or accessibility of historical information; A framework service agreement will be concluded for a period of 36 months with a single economic operator. Based on the framework agreement, CSs will be awarded, which will constitute the legal basis for payment, according to the contracting authority’s needs. The CSs will be concluded in compliance with the unit rates for the category of services provided for in the AC and within the allocated budgetary funds. The unit rates provided for in the AC, updated where applicable, will govern all subsequent contracts to be awarded during the performance of the framework agreement. Under these conditions, the AC will be governed by specific unit rates for the category of services to be provided within this framework agreement, namely: monthly unit rates for the category of preventive and corrective maintenance services, rates that will form the basis for the award of all CSs to be concluded during the performance of the AC. If the contracting authority sends a request for the conclusion of a subsequent contract to the economic operator that signed the framework agreement and the latter replies that it does not have the capacity to address this requirement through its own fault, it will then suffer the consequences provided for in the framework agreement for failure to fulfill its obligations. Duration of the framework agreement: Duration in months: 36 months. The AC will be concluded with a single economic operator. Estimated timetable for applying the AC award procedure: It is estimated that the AC will apply during the period: 2026–2029. • It is estimated that a minimum of 1 and a maximum of 3 CSs will be awarded, according to APIA’s needs, whenever such a need arises. For preventive maintenance, monthly support will be provided across all working environments throughout the entire duration of the Framework Agreement. During the term of the AC, according to the needs identified by the beneficiary, CSs for the provision of preventive and corrective maintenance services will be concluded. Economic operators may request clarifications 18 days before the deadline for submitting tenders. The contracting authority will prepare and post in SICAP the response to all requests for clarification submitted within the above deadline, on the 11th day before the deadline for submitting tenders. The estimated maximum and minimum quantities of services expected to be performed during the term of the framework agreement and during the term of a subsequent contract, respectively, in accordance with the requirements of the specifications, are: • The estimated maximum quantity of services to be purchased throughout the entire term of the framework agreement is shown in the table below • The estimated minimum quantity of services to be purchased throughout the entire term of the framework agreement is shown in the table below Minimum quantity Framework agreement, months Maximum quantity Framework agreement, months Preventive and corrective maintenance 1 36 • The maximum quantity of services expected to be purchased during the term of the largest subsequent contract to be awarded during the term of the framework agreement is shown in the table below, • The minimum quantity of services expected to be purchased during the term of a subsequent contract to be awarded during the term of the framework agreement is shown in the table below, No. months Maximum quantities No. months Maximum quantities, no. months Smallest subsequent contract Largest subsequent contract Preventive and corrective maintenance 1 1 12 Estimated maximum and minimum values of the framework agreement and of a subsequent contract: The estimated maximum value of the framework agreement for preventive and corrective maintenance services is 736,560 lei excluding VAT and corresponds to the maximum quantities of services of this type to be purchased for a period of 36 months, as detailed above. The estimated minimum value of the framework agreement for the corrective maintenance services of the framework agreement is 20,460 lei excluding VAT and corresponds to the minimum quantities of services of this type to be purchased for a period of 1 month, as detailed above. The estimated maximum value of the largest subsequent contract for preventive and corrective maintenance services is 245,520 lei excluding VAT and corresponds to the maximum quantities of services to be purchased during the term of the largest subsequent contract, for a period of 12 months, as detailed above. The estimated minimum value of a subsequent contract for preventive and corrective maintenance services is 20,460 lei excluding VAT and corresponds to the minimum quantities of services to be purchased during the term of a subsequent contract, for a period of 1 month, as detailed above. - Note: The contracting authority is not required to procure services for the entire estimated value of the framework agreement. Procedure: open. Estimated value: 736,560 RON. Review the original TED notice for the complete requirement, lots, amendments and attachments.