Framework agreement for Microsoft/Adobe licenses, license management and cloud services

Background

The Agency for Building Quality (DiBK) shall procure a new framework agreement for the purpose of establishing a more centralised and standardised licence management, as well as strengthened compliance reporting for Microsoft and Adobe licences, including accompanying cloud services.

The need is driven by the desire for better control throughout the entire licence life cycle, reduced risk of licence deviations and increased compliance with the current licence terms. Furthermore, the procurement shall contribute to a better overview of actual use, licence coverage and cost development, as well as strengthened documentation and traceability with internal and external audits.

DiBK needs licence management and reporting to be based on relevant and updated source systems and that the system supports automated processes connected to onboarding and offboarding, ordering, changes and completions. This shall ensure that the basis for awarding and recalling licences is at all times as correct and updated as possible, and that deviations can be uncovered and handled in an efficient and verifiable manner.

Description of the assignment

The assignment is for the establishment of a framework agreement for the delivery of Microsoft and Adobe licences, accompanying cloud services, as well as an overall service for licence management and Software Asset Management (SAM).

The framework agreement shall cover the administration and operative management of the licence portfolio, including orders, changes, terminations and ongoing follow-up of licence use. The contract shall also include standardised compliance reporting, consumption and costs, so that DiBK has a good decision basis to optimise the licence portfolio.

The delivery shall support license management in relevant administration areas and services, including M365, Azure and Adobe Admin Console. Automated processes shall be facilitated for awarding and removing licences based on identity and life cycle data, as well as mechanisms that support control, certification and traceability when required.

The service shall be able to collaborate with DiBK ́s central systems for identity, personnel and onboarding, ordering as well as configuration and device data (i.a. Entra ID, HR system, ITSM and relevant unit and fixture sources), so that the licence documentation and reporting are consistent, assembled and verifiable across sources. Tenderers can submit a solution proposal themselves and state which systems are supported.

Tenderers shall have full delivery and operational responsibility in the contract period, including user support, error handling and escalation with the software suppliers as needed. The framework agreement shall also ensure security and management requirements for access management, logging and audit tracks, as well as principles for data storage and protection of information in the delivery.

André Stjernen is responsible for the contract in the Directorate of Building Quality.