Levering, implementatie, ondersteuning en het onderhoud van een elektronisch Zorg- en Bewonersdossier

The contract has a total duration of 4 years (48 months), calculated from the date of closure. It can be extended twice, each for a period of 2 years, leading to a potential total duration of 96 months. These extensions are tacit unless the contracting authority objects via a registered letter at least three months before the contract's expiry. The implementation involves a phased approach with intensive integrations, requiring time for development, testing, and stabilization. A period of increased support, known as "hypercare and aftercare," is provided after commissioning. Key milestones include a first review meeting three months after the start date, with subsequent review meetings held at least annually.

The core scope of work for this tender is the delivery, implementation, support, and maintenance of an electronic Care and Resident Dossier.

The Statement of Work summary and core deliverables include:

I. General Aspects & Minimum Requirements:

• Implementation and configuration/startup of the solution.
• General principles and minimum requirements for the solution, including a future vision for a unique client dossier and the central role of the care dossier.

II. Care-Content Functional Requirements:

• Resident and client management.
• Network, family, and social context management.
• Care planning and execution, encompassing planning, assignment, execution, registration, follow-up, and adjustment of tasks, integrated care planning linked to client dossiers, care goals, observations, and resident information.
• Advance care planning and palliative care.
• Cognition, daily activities, and psychosocial functioning.
• Continence care.
• Wound care.
• Nutrition and nutritional follow-up.
• Mobility, recovery-oriented therapy, occupational therapy, and physiotherapy.

III. Billing/Facturation:

• Integration and data exchange for billing.
• Functional requirements for transparent billing, including medical costs, care fund and daily flat rates, collective invoicing to OCMW Antwerp, and control, validation, and exception management.

IV. Transversal Building Blocks:

• User management, authentication, roles, and rights.
• Configuration and manageability.
• Document management and document generation.
• Dashboards, reporting, exports, and data disclosure.
• Searching, filtering, and navigation.
• Mobile and care-moment-oriented work.
• Communication and collaboration.

V. Technical Functional Requirements:

• Architecture and hosting.
• Open APIs and interoperability.
• Internal and external care integrations.
• BelRAI integration.
• Data ownership and source registration.
• Performance, availability, and scalability.
• Accessibility and user-friendliness.
• Offline functionality.
• Information security and compliance.
• Logging and auditing.

VI. Implementation, Migration, and SLA:

• Implementation strategy.
• Data migration.
• Testing and go-live procedures.
• Training and knowledge transfer.
• Project governance.
• Hypercare and aftercare.
• Service Level Agreement (SLA) and support, including Service Desk/SPOC, Incident Management Services (IMS), Application Management Services (AMS) with bug fixing and legal updates, Release Management, and technical monitoring and interfaces.

VII. Costs:

• One-time implementation and transition costs.
• Recurrent annual costs over 96 months.
• Change requests are to be based on separate daily rates and are not included in the Total Cost of Ownership (TCO) or price score.