AI-asiantuntija- ja kehityskumppanuus Etelä-Pohjanmaan hyvinvointialueen palvelutarpeisiin

The contract timeline consists of a main agreement and separate assignment-specific agreements.

Main Contract:

• Start Date: The contract becomes effective upon signature by both parties.
• Total Duration: The contract is valid indefinitely ("toistaiseksi").
• Termination:
• The earliest termination is possible after 12 months of validity, with the contract ending at 18 months of validity.
• After the initial 12-month period, either party can terminate the contract. The client's notice period is six (6) months, and the supplier's notice period is nine (9) months, calculated from the last day of the calendar month in which the termination was made.

Assignment-Specific Contracts:

• Contract Period: Each assignment-specific agreement has its own specified contract period, indicated as `[xx.xx.20xx – xx.xx.20xx]`.
• Termination:
• For expert work assignments, the client's termination notice period is two (2) months, and the supplier's is three (3) months.
• For separate solution delivery assignments, the client's termination notice period is six (6) months, and the supplier's is nine (9) months.

Key Milestones/Phases:

• An implementation project (`Käyttöönottoprojekti`) includes definition, design, implementation, testing, and deployment with training. The delivery schedule and phasing are to be detailed separately.
• Regular progress reporting is required.

Procurement Process Deadlines (related to contract establishment):

• Deadline for questions related to the procurement: August 19, 2026, 12:00 Eastern European Summer Time.
• Deadline for receiving tenders or participation applications: September 14, 2026, 12:00 Eastern European Summer Time.
• Opening date and time of tenders: September 14, 2026, 15:00.
• The procurement contract can be concluded no earlier than 14 days after the tenderer has received notification of the decision with justifications.
• Tenders must remain valid for 6 months from the submission deadline.

The core scope of work for this tender involves an AI expert and development partnership aimed at fulfilling the service needs of the South Ostrobothnia wellbeing services county. The partnership's primary goal is to engage in long-term and targeted development cooperation, focusing on leveraging AI solutions. This includes identifying and producing beneficial, potentially innovative solutions, and supporting and developing service and operational processes. The client has the right to procure AI-related expert, development, and implementation services under this agreement. Specific tasks, deliveries, implementations, or continuous services will be defined in individual assignment agreements, where the client will outline the objectives, scope, schedule, outputs, and other key requirements. These assignments can include expert work or fixed-price projects.

A high-level summary of the Statement of Work, as indicated by a RACI matrix, includes a broad range of responsibilities and potential deliverables. These categories, to be finalized in cooperation with the client and supplier, encompass:

• General Maintenance: Such as contract management, strategic and operational follow-up meetings, service level and quality monitoring, continuous improvement, system documentation maintenance, delivery reporting, system lifecycle management, and information security and data protection changes.
• Additional Development and Implementation: Covering technical design, testing plan creation (including acceptance criteria), server installations, various training initiatives, acceptance testing, deployments, and processes for production transfer and acceptance.
• Change Management: Including the maintenance of change processes, handling and approval of changes, their implementation, coordination, and monitoring across both client and supplier environments.
• Service Management and Service Desk: Providing end-user support, level 1 key-user support, level 2-3 system and application support, user ID management (AD), and system and application development.
• Technological Environment and Services: Managing the Azure IAAS platform, production and test environments, servers, operating systems, databases, and backup for databases and storage.
• Data Communication Services: Maintaining data and maintenance connections.
• Licenses & Certificates: Management of licenses, certificates, and credentials.
• Integration Maintenance: Specifically, AD, Lifecare, and Data Lake integrations, with provisions for other project-specific integrations.
• Configuration Management: Managing system configurations, hardware platform, operating system monitoring, management and backups, and version updates for both the system and third-party dependencies.
• Distribution Management: Handling system and application version management and distribution.
• Functional Maintenance: Including publication management, environment monitoring, system monitoring, access control, and system lifecycle management.
• Communication: Encompassing acute and planned incident notifications, support request notifications, and general communications regarding changes.
• Training: Providing key user and end-user training, and maintaining training materials.