Appalto n. 123/2026. Procedura aperta con modalità telematica per la fornitura in Saas e implementazione di un sistema software avanzato di Information & Process Management (DMS) per la gestione digitale dei documenti mediante accordo quadro

The contract timeline is as follows:

• Contract start date: Not explicitly stated; it will be determined by the execution start verbale signed by the parties.
• Contract end date: Not explicitly stated; it will be determined by the execution start verbale signed by the parties.
• Total duration:
• The "Accordo Quadro" (Framework Agreement) for the provision in SaaS and implementation of an advanced Information & Process Management software system has a duration of 60 months.
• Alternatively, the normative contract duration for the general framework agreement, excluding any options, is 48 months, commencing from the service execution start date.
• Individual implementing contracts ("contratti attuativi") will have their duration established by the Contracting Authority based on the complexity of the contract's subject. Their duration may also be extended up to the maximum estimated amount for the single contract, or to complete remaining services if they were not fully ordered by the original expiry.
• Key milestones or phases:
• A detailed project plan, developed by the Contractor, is required to define activities, timelines, resources, responsibilities, budgets, risks, and engagement strategies.
• Project milestones, which are key targets, must be defined for achievement at specific times.
• If an agile implementation methodology is adopted, the plan should provide adequate detail for the first three calendar months of scheduled releases.
• Within each release, short-duration sprints (e.g., 1 to 2 weeks) must be planned.

The core scope of work for this tender involves providing a document management software application. This includes a complete and fully functional software platform encompassing an IT Protocol and Document Management (workflow and administrative procedures).

The core deliverables and services summarized are:

• Software and Platform Provision: Supply of licenses, hosting, and initial system setup.
• Integration and Customization: Integration of the system with the Etra application context, implementation of workflows, and personalization.
• Maintenance and Support: Ongoing maintenance services, specialized and continuous support for effective document process management, and Post-go-live support.
• Consulting and Training: Specialized archival consulting for Public Administration, training, and change management services.
• Conservation: Substitute conservation service.
• Project Management and Development:
• Preparation and updating of a detailed work plan and activity progress control, including phases, activities, milestones, expected results (deliverables), performance KPIs, GANTT diagram, activity flow, workload, and a RACI matrix.
• Updating of project management support tools, drafting of meeting minutes, and project governance with coordination responsibility.
• Functional analysis and technical design, including detailed analysis of business needs, functional and non-functional requirements, TO BE workflow analysis, risk analysis, system architecture definition, and use cases.
• Software developments necessary for completing the solution.
• Various testing phases: Unit, system, integration, migration, and performance tests.
• Preparation of testing schemes, user testing support, and start-up support (cutover business, remediation, blackout management).
• Creation of user and group profiles.
• Operational support until the project concludes.
• Reporting: Production of periodic status reports (SAL) with an updated work plan to monitor progress.
• Methodology: The project management is expected to utilize Agile methodologies, favoring incremental releases and an MVP (Minimum Viable Product) approach.