Financiële Applicatie

The contract timeline is as follows:

The agreement is composed of an implementation period and a management period. The implementation period commences after the agreement is signed by both parties and concludes upon the acceptance of the implementation. The planned start date for the implementation period is January 1, 2027, and the implementation must be completed by January 1, 2028.

The management period is scheduled to start on January 1, 2028. The initial duration of the agreement is set for 4 years, ending on December 31, 2031. The contracting authority has the right to unilaterally extend the agreement 4 times, each for a period of 2 years. This means the total maximum duration of the agreement can be 12 years, with the agreement ending by operation of law on December 31, 2039.

Key milestones in the tender procedure include:

• Publication on TenderNed: July 15, 2026
• Deadline for asking questions about the Offer request via TenderNed: August 24, 2026, 17:00
• Publication of the 1st Note of Information: September 3, 2026 (indicative)
• Deadline for asking additional questions following the 1st Note of Information: September 14, 2026, 17:00
• Publication of the 2nd Note of Information: September 23, 2026 (indicative)
• Latest date and time for submitting the offer in the digital safe on TenderNed: October 5, 2026, 10:00
• Opening of the digital safe with offers: October 5, 2026, 12:00
• Demo and presentation: October 26-27, 2026
• Evaluation of offers: October 5, 2026 - November 2, 2026
• Sending intention to award and rejections via TenderNed: November 9, 2026
• Decision on definitive award (after the 20-day objection period): November 30, 2026 (indicative)
• Signing of the agreement with the awarded bidder: Date to be determined (n.t.b.)

The core scope of work for this tender involves contracting a supplier for the delivery, implementation, and management of a financial system based on the Software as a Service (SaaS) principle, including all associated services. The application must be a SaaS solution capable of automated integration with other systems used by the Contracting Authority.

The assignment covers the delivery and implementation of functionalities detailed in Chapter 4 and the program of requirements, with optional modules available for later adoption during the contract term. The agreement is structured into an implementation period, which starts after contract signing and concludes upon successful acceptance of the implementation, followed by a management period. The planned start date for the management period is January 1, 2028. The initial contract duration is four years, with the possibility of four two-year extensions, leading to a maximum total term of twelve years.

Core deliverables and key aspects of the Statement of Work include:

• System Delivery and Implementation: Provision of a financial system with functionalities for timesheet management, export of IV3 data in JSON format, workflow-driven approvals (e.g., for invoice requests, general ledger accounts, creditor master data), and drill-down capabilities from aggregated to transactional levels. The implementation process must include a detailed project organization, risk analysis, definition of milestones, a timeline, a clear acceptance procedure, data conversion, and user training.
• System Management and Maintenance: Ongoing management of the SaaS financial system, including maintenance, and implementation of updates and upgrades without additional compensation.
• Reporting and Compliance: Generation of reports such as balance sheets, profit & loss statements, investment credit overviews, KPI dashboards, audit trails for invoice processing, and quarterly/annual VAT declarations. The system must also support year-end closing procedures, including provisional and definitive financial year-end closing and result appropriation. Compliance with Municipal ICT Quality Standards across various areas like architecture, interoperability, information security, data portability, accessibility, archiving, infrastructure, documentation, and e-invoicing is required.
• Module Functionalities: Features for importing journal entries from Excel, comprehensive asset management (depreciation, interest, additional depreciation), and potentially optional modules for obligations administration, project administration, and hour registration.
• Technical Environment: Provision of both a production environment and a separate test/acceptance environment.
• Data Strategy: Assurance of data portability, vendor independence, and support for data migration upon contract termination.
• Product Management: Periodic communication regarding planning and functionalities for future upgrades (roadmap) and, if available, free access to platforms for knowledge and experience sharing among users.