PlannedSuppliesMarktconsultatie
Meeting room reservation system
Gemeente Leiden · Marktconsultatie · 1 lots · 418562
4
4 of 6 core insights found
Measures presence, not accuracy · documents remain authoritative
ScopeAdvicePoints of attentionSuitability requirementsAward criteriaTimeline
Type
Supplies
48000000 · Software and informati
Estimated value
Not published
To deadline
Ongoing
Knock-outs
n/a
exclusion grounds
Award basis
Best price-quality ratio
Assess manuallyconfidence moderate
This is a market consultation by the Municipality of Leiden for the acquisition and implementation of a meeting room and workplace reservation system with display connections and facility functions.
Supplies · Marktconsultatie · National procedure
Complete timeline
CharacteristicsCPV 48Suppliesmeeting room reservationsoftwaresecurity
01What is being requested
The assignment concerns the acquisition, implementation, and management continuity of a meeting room reservation system, including options for workplace reservation, display connections, and facility booking functionalities.
The Municipality of Leiden is preparing a procurement for the acquisition, implementation, and management continuity of a meeting room reservation system, including options for workplace reservation, display connections, and additional facility booking functionalities. Through this market consultation, we wish to: • Gain insight into the technical and functional possibilities within the market. • Test the feasibility, innovation potential, and market maturity of the desired functionalities. • Receive input from market parties regarding integrations, architectural principles, security-by-design
1Meeting room reservation system—
02Strategic insight
Strategic insight · AI analysis
Focus on full integration with Microsoft Exchange Online and the desire for a uniform interface within Outlook. Ensure the solution covers not only meeting rooms, but also workplace reservation and facility matters (catering/materials). Emphasize the technical architecture regarding open APIs, security-by-design, and EU hosting.
03Points of attention
Important · 7
Integration with Exchange Online for real-time bi-directional synchronization.Important
Displays must show real-time availability and enable on-the-spot reservations.Important
Facility bookings such as catering and materials must be integrated into the user journey.Important
Hosting preferably in the EU and in accordance with ISO 27001 and/or BIO.Important
Security & privacy-by-design is a requirement.Important
SSO via Azure AD/ Entra ID is desired.Important
SaaS-first and API-first architectural principles are requested.Important
04Process & timeline
Publication date
02-04-2026
Deadline for submitting questions
14-04-2026
Answering questions
16-04-2026
Demo days
28 april ’26
05Value in context
Estimate not published
The contracting authority did not publish an estimated value — common for a large share of contracts. The EU threshold for leveringen is € 221.000, for reference.
06Likely competitors
#Likely bidderFitWins
1Visma Circle B.V.SME10023×
2Bechtle direct B.V.SME10033×
3PinkRoccade Local Government B.V.SME9938×
4Afas Software B.V.SME9781×
5Visma Roxit B.V.SME9716×
6Unit4 Business Software Netherlands B.V.SME9720×
07Tender documents
NVI 1 vergaderruimtexlsxApr 16, 2026 · 20 KB
TN580671 - EFE1 Vrijwillige aankondiging van voorafgaande marktconsultatie 20260402125903pdfApr 2, 2026 · 175 KB
Marktconsultatie Vergaderruimtereservering-systeempdfApr 2, 2026 · 212 KB
08Legal themes that may be relevant here
Advies 48> Europese niet-openbare procedure voor werktuigkundige en elektrotechnische installaties van de nieuwbouw van een multifunctionelAdvies 98> Europese openbare aanbestedingsprocedure voor een raamovereenkomst met één ondernemer voor het vervangen van armaturen (straatveAdvies 59> Meervoudig onderhandse aanbestedingsprocedure met betrekking tot een opdracht voor de levering van postdiensten en bezorging. InAdvies 53> Europese openbare procedure voor een overheidsopdracht tot het verrichten van diensten bestaande uit (dagelijks en periodiek) scAdvies 63> Meervoudig onderhandse aanbesteding voor het reinigen van wegen, straten en pleinen. Kan bij gunning op laagste prijs de indieni
09Frequently asked questions
What is the purpose of this market consultation?
The purpose is to gain insight into technical and functional possibilities, to test feasibility and innovation potential, and to receive input regarding integrations, architectural principles, security-by-design, and best practices for implementation.
Which functionalities are being investigated for the new system?
A system for meeting room and workplace reservation is being examined, including display connections and additional facility booking functionalities such as catering. The system must show real-time availability on displays.
Are there specific technical preferences for the solution?
There is a preference for systems that fully support Outlook/Exchange Online. In addition, suppliers offering GoBright or similar solutions will receive special attention.
For which parties is this consultation relevant?
The consultation is aimed at software suppliers of meeting room and workplace reservation systems, system integrators, and parties specializing in room displays and connections with Microsoft Exchange Online.
Are financial details requested during the consultation?
No, financial information is intentionally not requested during this market consultation. Participation is free of charge and no compensation is provided.
Automatically compiled from the official tender data and documents.
10Estimated value versus the market
p25
€ 350K
€ 350K
median
€ 737K
€ 737K
p75
€ 1,9 mln
€ 1,9 mln
deze opdracht
Gegunde waarden in CPV 48 · leveringen n=653