University of cologne - preparation and support for the cafm system tender and introduction

The University of Cologne Department 64 - Purchasing in Germany from Europe region had released this tender for University of cologne - preparation and support for the cafm system tender and introduction The UoK was given property management by the state The UoK thus assumes responsibility for all construction measures new and extension buildings renovations and modernizations In operation this involves maintenance maintenance inspection and repairs in the event of malfunctions for all users of the properties in the UoK portfolio At the time of this tender the client-based facility management system FM Essentials from PLANON formerly Conject is in use for reporting documenting and controlling orders Further development and support of this solution will be discontinued by the provider in the medium term In addition the solution no longer meets the current and future requirements of a facility management system For this reason with the support of an external consultant the requirements should be collected in detail the options should be evaluated based on a rough market analysis and a tender should be prepared In detail the project scope for replacing the existing system includes o First priority is to install a maintenance planning system IPS in order to meet the UoC s operator responsibility from a governance perspective Maintenance planning is currently done in Excel The data bases and the planning and evaluations based on them are prone to errors are partly not up to date and imply data redundancies This also makes work more difficult among other things with regard to planning the deployment of personnel o The second priority is to examine the replacement of the ticketing system with a view to plannable maintenance measures as well as operational disruption management o With 3rd priority an area management module from the planning and construction area of property management must be taken into account in the requirements since in the current - then to be replaced - system landscape area data is used and updated in an interface with the CAD system FMDesign The introduction of the new CAFM system is intended to ensure uninterrupted support for ongoing work as well as support for user reports of needs and the allocation of rooms based on processes to be redefined as part of the master planning The following topics interfaces applications should be considered and thus part of the service description of the CAFM system tender in order to be prepared for future requirements and not to deprive the UoC of any options but are NOT in the project scope of the system implementation in particular o The conversion to S 4HANA fundamental decision S 4HANA is the leading system Here in particular the options for using SAP modules for property management must be critically assessed for suitability with the UoC requirements o the requirements for sustainability in the management of real estate o the requirements in document management DMS for construction and operation building permit statics fire protection concept A parallel project at the UoK aims to introduce a DMS in 2026 o the requirements in contract management A parallel project at the UoC under the leadership of the Department of Economics and Finance aims to introduce contract management in 2026 o The area management module must be able to be integrated o the requirements in energy management A parallel project under the leadership of commercial property management aims to introduce energy management o the potential in the area of AI with tender notice no. 2026_64_0008 published on 28 Jan 2026. The tender expired on 26 Feb 2026. This tender is sourced from Vergabe and is eligible for suppliers interested in Building construction work. Interested bidders can obtain further information including complete bid documents or ways to participate by registering on Tender Impulse and referencing via Tender Impulse ID 11138863.