Servei per a la implantació i manteniment d’una solució/plataforma de software de gestió d’expedients en modalitat SAAS

The contract timeline is as follows:

The total duration of the contract is 24 months. The planned start date for the contract is November 2026. The term will commence from the formalization of the contract or the date specified in the contractual document, with the service start date to be fixed in the contract in accordance with article 35.1.g) LCSP.

The execution of services is divided into two main phases:

1. Implementation Period: This phase involves data migration, configuration, parameterization, training, and the full launch of the solution. It must be completed within a maximum of 8 months from the contract formalization date. This phase includes 7 detailed milestones for invoicing:

• Analysis (10%)
• Configuration and Environment (10%)
• Migration (0% of implementation amount, with a specific amount of €28,700 allocated)
• Training (15%)
• Verification (5%)
• Go-live (20%)
• Implementation of Procedures (40%)

2. Service Period: This period covers the maintenance, support, and hosting of the platform. It will begin after the implementation phase is completed and favorably received by the City Council, and will continue for the remaining 16 months of the contract, completing the total 24-month duration.

The contract is extendable for periods of 12 months, up to a maximum additional period of 24 months. This extension is mandatory for the contractor if notified at least two months before the contract's end. In situations where a new contract is not formalized due to unforeseen incidents, the original contract can be extended for a maximum of nine months to ensure continuity of service, provided the tender for the new contract was published at least three months before the original contract's end date.

The core scope of work for this tender is an integral, "turnkey" digital solution aimed at modernizing municipal management through a single e-government platform. This includes the provision of a Software as a Service (SaaS) cloud-based electronic administration platform, comprehensive implementation services, and ongoing associated services throughout the contract's duration.

The Statement of Work (SOW) summary and core deliverables encompass:

Core Services:

• Provision and Access to an Electronic Administration Platform (SaaS): A cloud-based platform with an integrated electronic office to enable comprehensive management of expedientes, their digitalization, and the unification of administrative processes.
• Implementation Services: All necessary tasks for launching the solution, including consulting, data migration from existing systems, parameterization, configuration, and training for municipal staff.
• Associated Services: Hosting of the solution, technical and functional support, corrective, evolutionary, and perfective maintenance, and necessary updates to ensure regulatory and technological compliance.
• The solution must be a native web application accessible via a standard web browser without additional client software.

Key Deliverables (Documents/Plans):

• Project Execution Plan: This document must detail the work methodology, a comprehensive calendar, risk management strategies, a contingency plan, a communication plan, and the curriculum vitae of the assigned project team.
• Training Plan: A detailed plan outlining training scheduling, hours, program content, and an explanation of continuous online training and post-implementation consulting services.
• Evolutionary and Improvement Plan (Road Map): A document showcasing the tool's evolution over the past three years and its future roadmap for the next two years, including planned improvements.
• Minutes: Records of all requirements gathering meetings, monitoring committees, and other relevant project meetings.
• Project Presentation Documents.
• Detailed Conceptual Model Document: Specifies the functional and technical aspects of the solution to be implemented.
• Detailed Design: For developments involving third-party elements, such as interfaces.
• System Testing Documentation.

The project is structured into 7 distinct phases and has an estimated execution period of 8 months for the initial planning and implementation of modules. Specific functionalities within the scope include, but are not limited to, administration and self-management, a complaint channel, advanced search, data analytics, electronic contracting, internal control, customer service and appointment scheduling, printing and enveloping, comprehensive subsidy management, and an electronic board.