Financieel Softwarepakket

Question: What is the contract timeline?

Context: Contract start date, end date, total duration, and any key milestones or phases mentioned. Return null if not stated.

Contract start date: The agreement is effective from March 2, 2027.

Contract end date: The initial agreement ends on March 1, 2032, unless extended.

Total duration: The initial duration of the agreement is five years, plus the time required for implementation and preparation. The client has the option to extend the agreement four times, each for two years, totaling an additional eight years. This results in a maximum possible duration of thirteen (13) years.

Key milestones or phases:

• Product demonstrations are scheduled from Monday, November 30, to Friday, December 4, 2026.
• The award decision and request for evidence from the intended winner will take place on December 18, 2026.
• The latest date for the intended winner to provide evidence is January 8, 2027.
• A standstill period of 20 calendar days is in effect, with the notification of its end on January 15, 2027.
• A Proof of Concept (PoC) is planned from Monday, January 18, 2027, to Friday, January 29, 2027.
• The definitive award, contingent on a successful PoC, is set for February 1, 2027.
• The target go-live date is March 1, 2028, which will be confirmed during the PoC with the selected supplier.

The core scope of work for this tender involves contracting a single supplier for a financial software package. This package must be a 100% SaaS (Software as a Service) solution. The supplier will be responsible for making the system available, its implementation, management, and maintenance.

The Statement of Work summary and core deliverables include:

• Providing, implementing, managing, and maintaining a financial system as a 100% SaaS solution.
• Integrating necessary links (koppelingen).
• Performing (limited) data migration. The data migration plan should aim for a "lean and mean" transition, starting with a "clean environment," meaning only a cleaned list of items that explain the balance of the opening balance will be transferred for financial records, and underlying detailed balances for sub-administrations to connect to the general ledger. For Project and Salary administration, only active employees will be loaded. HLTsamen will migrate old data to a Pre Depot.
• Securing historical data.
• Technical management (100% SaaS, cloud) including maintenance and updates.
• Availability of digital manuals, architecture diagrams, training, and educational materials.
• Project-based implementation and migration.
• Training of various user groups, including:
• 4 functional administrators (I&A department) requiring administrator training.
• 10 key-users (Finance department) requiring key-user training.
• 35 employees from the finance department requiring general training.
• 310 budget managers/holders requiring training.
• 50 employees for an introduction to project management functionality.

The contractor is expected to train these user groups and provide documentation and tools for configuration, use, maintenance, and management of the solution.

• Providing a Dutch-speaking helpdesk for technical and functional support, accessible via phone, email, and/or web portal on weekdays between 07:30 and 17:00, and for high-impact emergencies outside these hours, without additional costs for first-line support.