E-arkiv 2

The contract timeline is as follows:

• Planned contract start date: 2026-10-19.
• Total duration: The initial contract period is four (4) years, with a possibility of extension for up to six (6) additional one-year periods (1+1+1+1+1+1). The municipality must notify the supplier in writing at least six (6) months before the contract would otherwise expire if they intend to extend it.
• Key Milestones/Phases:
• Project Plan: After the contract is signed, the supplier is required to develop a detailed project plan for implementation, which must be approved by the municipality. This plan should include a timeline with necessary activities for commissioning, delivery control, and acceptance tests.
• Agreed delivery date: 2026-12-14, or as agreed in writing between the parties. This signifies when the solution is fully implemented and ready for use by the municipality, subject to written delivery approval.
• Payment Milestones:
• 25% of the implementation and delivery cost is paid upon signing the contract and approval of the project plan.
• 50% of the implementation and delivery cost is paid upon the effective delivery date and completion of training, after the municipality provides written delivery approval.
• The final 25% of the implementation and delivery cost is paid once all deviations and remaining issues have been addressed and approved by the municipality. If there are no deviations at the effective delivery date, the remaining payment is made in full. If deviations or remaining issues exist, they must be rectified within six (6) months after the effective delivery date, unless otherwise agreed.
• Ongoing development: Throughout the contract period, the supplier is expected to continuously work on developing, improving, and streamlining the system.

The core scope of work for this tender involves the implementation and delivery of an E-archive 2 solution. This solution must support the reception, storage, management, retrieval, and extraction of electronic documents, cases, databases, and other archive objects with associated metadata, adhering to applicable regulations. It requires graphical user interfaces for these functionalities, primarily in Swedish.

Key deliverables and responsibilities include:

• Solution Integration and Architecture: The supplier must describe how the solution integrates with the municipality's IT infrastructure, including its architectural overview, components, reference to the OAIS model, products/frameworks, and technical platform.
• Server Environment: Setting up a scalable server environment for 25 initial users, expanding to approximately 50 concurrent users within five years, detailing hardware, software, license levels, and any additional infrastructure needs (e.g., load balancers) within a virtual server environment.
• Compliance: The solution must be compatible with E-ARK specifications for information packages (SIP, AIP, DIP) and follow the OAIS model ISO 14721:2025.
• Implementation and Commissioning: The supplier has total responsibility for implementing a fully functional solution by December 14, 2026 (or by agreement), including commissioning, implementation services, integrations, data migration from the current system, training, and testing.
• Knowledge Transfer: Competence transfer to the municipality's management organization to enable independent operation and management of the solution.
• Project Management: Developing a detailed project plan for implementation, subject to municipal approval, appointing a project manager, and establishing a joint project group.
• Documentation: Providing comprehensive documentation covering data handling, user instructions, user manuals/help functions, and system documentation (service description, system requirements, design, RestAPI documentation, communication), all primarily in Swedish and continuously updated.
• Functional Requirements: The solution should facilitate creating information packages for ingest, handling unstructured data, mapping metadata, converting character encodings, editing errors during ingest, and selective content indexing for search. It also needs to support previous system versions, redundancy environments, and simultaneous operations like release, weeding, searching, maintenance, and administration.
• Support and Maintenance: Ongoing support and maintenance are required annually.
• Training: Providing both general and additional training, priced per user for remote half-day or full-day sessions.
• Consultancy: Offering consultant services beyond the scope of the initial solution and implementation.