Specialized Moodle LMS services for Pictos, Digisnap, Digiroute, Gripa and other applications

The scope of the contract is defined as a 12‑month services assignment for “gespecialiseerde Moodle LMS‑diensten” to operationalise and further develop the E‑leren.be environment and related applications. Such as: technical setup, translation of processes into Moodle functionality, integrations, documentation, testing, bug fixing, maintenance, updates, handover and aftercare, with strong emphasis on security, access control, data protection and learning analytics/reporting. Services are delivered both online and physically, under the supervision of Kenniscentrum Digisprong and in coordination with the hosting partner. The contract is a price‑list services contract with hourly rates per profile (Developer, Senior Developer, Architect, Tester, Project Manager) and an indicative hour split used only to calculate an evaluation price; no minimum quantities are guaranteed. Total offer price may not exceed 237,000 EUR incl. VAT, and the effective task timing is defined per sub‑assignment within the overall 12‑month period.

Award criteria and weighting are laid out in detail. Such as: 40% for the quality of the plan of approach (up to 20 pages), covering how new support requests are analysed and planned, how capacity and response times are organised, how quality and testing are ensured, and how governance, collaboration and reporting are structured. Price counts for 30%, with points allocated via (lowest price / bidder’s price) * 30, subject to the 237,000 EUR cap. Another 30% is for the expertise of the proposed team (max. 6 pages plus CVs of max. 2 pages per profile), assessed on Moodle technical expertise, data and learning analytics skills, relevance to the described tasks, and complementarity of the team; all proposed individuals must actually perform the work, and changes require prior approval. A evaluation committee scores and ranks the tenders on these criteria.

Risks and special conditions are extensively addressed. Such as: strict confidentiality and GDPR obligations (including a separate processor agreement and minimum security requirements in an annex), mandatory Dutch‑language and electronic communication, mandatory e‑invoicing via Peppol/Mercurius with 30‑day payment terms, and the possibility of an advance for SMEs under specific legal provisions. Intellectual property and know‑how are transferred broadly and permanently to the contracting authority, including source code and documentation necessary for continuity and avoiding vendor lock‑in; any existing third‑party IP/licences must be identified and their costs included in prices. There is no performance bond, but general penalties and delay fines apply under KB Uitvoering in case of poor or late performance, and repeated SLA breaches may trigger contractual sanctions or price corrections. Subcontracting is allowed but subject to conditions: no exclusion grounds may apply to subcontractors, and where capacity is used for selection, those entities must actually perform the related services and sign the capacity‑commitment. The offer validity period is 120 days from the day after the submission deadline; questions on the documents must be sent by email at the latest 10 days before the deadline, with answers published as corrigenda and forming part of the contractual terms. No site visit is mentioned or required, and free variants or options are explicitly prohibited.

Where contradictions or corrections may arise, the documents clarify which statements prevail. Such as: all answers published as “terrechtwijzend bericht” on e‑Procurement form an integral part of the contract and are deemed known to bidders; the indicative hours per profile are expressly stated as non‑binding, ensuring that they serve only for evaluation and not as guaranteed quantities, which resolves any potential ambiguity on volume commitments. The bestek also states that it deviates from article 5.210 of the Belgian Civil Code on payment allocation, specifying that payments are first imputed to principal sums, which overrides the general law. In case of differing indications between general legal references and specific clauses in the bestek (for example on price revision, which is declared not applicable), the explicit bestek provisions apply.