Financieel Softwarepakket

The contract timeline is as follows:

The agreement starts on March 2, 2027, and is set to end on March 1, 2032, unless it is extended. The initial term is for five (5) years, with additional time allocated for implementation and preparation. The client has the option to extend the agreement for a maximum of four (4) periods of two (2) years each. If an extension is utilized, the client must provide written notification at least six (6) months before the current expiration date. The total maximum duration of the agreement, including extensions, is thirteen (13) years.

A key milestone is the target go-live date of March 1, 2028, which will be confirmed during the Proof of Concept (PoC) phase with the selected supplier.

Other notable dates related to the tender process include:

• Product demonstrations: Monday, November 30 to Friday, December 4, 2026.
• Award decision and request for evidence from the intended winner: December 18, 2026.
• Latest date for submission of evidence by the intended winner: January 8, 2027.
• Standstill period: 20 calendar days, ending on January 15, 2027.
• Proof of concept (PoC): Monday, January 18, 2027, to Friday, January 29, 2027.
• Definitive award (after successful PoC): February 1, 2027.
• Effective date of agreement: March 2, 2027.

The core scope of work for this tender primarily involves the implementation of a Financial Software Package. The Statement of Work (SOW) encompasses several key aspects and deliverables:

• Implementation Plan: This detailed plan outlines project objectives, preconditions, frameworks, risk analysis, project organization, reporting methods, project management, and the division of work and responsibilities, including client involvement. It also covers required links, their functional specifications, and any necessary third-party cooperation.
• Deliverables and Milestones: The project includes various partial deliveries, or milestones, each with specific functional specifications.
• User Management: Identification of the categories of intended users who will utilize the ICT performance post-implementation.
• Timeline: A defined schedule for the implementation, incorporating all partial deliveries.
• Delivery and Acceptance Procedures: The method for delivering each partial component and the process for conducting the acceptance procedure.
• Data Handling: Procedures for conversion and migration of data.
• Training: Comprehensive training for the client on the use, technical, and functional management of the ICT performance. This includes specific training for 4 functional administrators (administrator training), 10 key-users (key-user training), 35 finance department employees (general training), 310 budget managers/holders, and 50 employees for project management functionality.
• Environments: If required, the allocation of responsibilities for the delivery and management of development, testing, acceptance, and production environments.
• Testing: A detailed description of the testing process during implementation, covering technical and functional testing, and testing of required connections. The contractor is responsible for providing test software and a test coordinator, while HLTsamen provides personnel for testing.
• Social Return on Investment (SROI): The contractor is obligated to dedicate 5% of the final contract value to Social Return initiatives.
• Service & Support: The contractor must provide a Dutch-speaking helpdesk for both technical and functional support. The helpdesk should be reachable by phone on weekdays from 07:30 to 17:00, with availability outside these hours for critical incidents, without additional costs for first-line support.
• User-Based Services: Services and costs are determined by the number of active users, with options for scaling up or down, maintaining a minimum of 300 licenses.