Verksamhetssystem för socialförvaltningen, Ludvika

The contract has a start date of 01/10/2026 and an end date of 30/09/2033. This results in a total duration of 7 years, or 84 months.

Key milestones and phases include:

• Planning phase: This phase begins once the introduction plan is signed and involves setting up the technical environment and integrations.
• Implementation phase: This follows the planning phase and includes the rollout of the system within the operations.
• Agreed final delivery: This is set for 18 calendar months from the commencement of the introduction, unless alternative arrangements are made. The Client must approve the system after a test and delivery control period.
• Training during implementation: The supplier is to provide role-adapted training.
• Reconciliation meetings: These meetings will occur during the implementation to ensure the quality of the delivery.
• Changes and additions: Throughout the contract period, there may be changes or additions due to technical circumstances or legal requirements.
• Decommissioning: Upon the client's future decommissioning of the system, the supplier is obligated to perform necessary activities for a controlled and secure shutdown and data transfer. A specific timetable for these activities must be agreed upon.
• Migration: The supplier must ensure that all client-generated information can be migrated from the service to a new system in an open, documented format.

The core scope of work and statement of work summary for this tender involves the delivery, implementation, and commissioning of a comprehensive business system for social administration. The service is to be provided as a cloud service (SaaS) with the supplier holding full responsibility for its operation and maintenance.

Key deliverables and responsibilities include:

• System Functionality: The service must support various social services areas, including adult individual and family care, children and youth, economic assistance, asylum, new arrivals, labor market initiatives, and family law. It should facilitate both needs assessment and the execution of interventions.
• Documentation and Information Management: Functionality for documenting and managing users' personal data and records in a structured manner, adhering to national terms, concepts, code systems, and processes. This includes support for archiving, thinning, purging data, and compliance with relevant legislation (e.g., SOL, SFB, LVU, FB, LVM) and BBIC requirements.
• Core Modules/Features:
• Citizen Register: Integration with the National Population Register (Navet) for retrieving and maintaining citizen information.
• Protected Data Handling: Management of users with protected personal data, including limited visibility, confidentiality markings, and pseudonymized data.
• Contact Information: Functionality to record various types of addresses and contact details for users.
• Deviation Management: Tools for handling feedback, complaints, deviations within SoL and LSS (Lex Sarah), and non-user-specific deviations, including documentation, severity assessment, follow-up, and statistics.
• Consent Management: Functionality to register and manage user consents, including details on what the consent covers, dates, and validity.
• Work Market Support: Features to plan, register, and follow up labor market initiatives (e.g., training, internships, employment, skill development), including attendance reporting, mapping user needs, and a job bank for employers and workplaces.
• Operational Responsibility: The supplier is fully responsible for the service's availability, security, continuous updates, upgrades, monitoring, support, fault resolution, security measures, backup and restoration routines, capacity optimization, and scalability, ensuring compliance with agreed Service Level Agreements (SLAs).
• Implementation Project: A fixed-price commitment encompassing pre-study, implementation, data migration, project management, analysis and design, meetings, installation, configuration, acceptance tests, training, commissioning, testing, and quality assurance.
• Licenses: Provision of all necessary licenses for the service.
• Disaster Recovery and Physical Security: A documented and regularly tested Disaster Recovery plan, and ensuring physical security of IT environments to protect information and equipment.