Zaaksysteem gemeente Rucphen

The contract timeline is as follows:

The contract start date is January 1, 2027. The fixed contract end date is December 31, 2030, resulting in a total fixed duration of four years. The agreement can be optionally extended two times, each for a duration of two years. The client must provide written notification at least six months before the expiration of the fixed term or the first extension if they intend to extend the agreement.

Regarding key milestones and phases, the solution must be successfully operational by December 1, 2027. This is a definitive end date for implementation, unless the client provides written consent for a later go-live. An Implementation Plan will be developed in collaboration between the parties, using the supplier's submitted plan for quality criterion K2 as a foundation. This plan will detail the project organization, planning, phasing, milestones, work distribution, migration and conversion strategies, integration approaches, testing and acceptance plans, training programs, risk analysis, and control measures. The go-live can only occur after the client has accepted the relevant components of the ICT performance, necessary integrations are functional and tested, migration and conversion are successfully completed, any issues preventing usage are resolved, and the client has provided written approval.

The core scope of work for this tender primarily involves the delivery, implementation, setup, migration, availability, management, maintenance, support, and further development of a case management system (zaaksysteem) provided as a Software-as-a-Service (SaaS) solution.

Key deliverables and activities include:

• Realization of required integrations and connections as specified in the Program of Requirements.
• Conversion and migration of data from the existing case management system.
• Establishment and maintenance of a pre-depot environment.
• Provision of training and necessary documentation.
• Performing tests and acceptance procedures.
• Ongoing management, maintenance, support, and continuous development of the system throughout the contract duration.

The functional specifications cover aspects such as case registration, case management, document and archive management (including a pre-depot environment), web forms, portal functionality, reporting, search, customer contact, GIS/Geo-integration, Woo-disclosure, user-friendliness, and compliance. Technical specifications include general requirements, security, privacy, and standards for necessary integrations. The implementation phase includes training, migration/conversion, guidance, testing, and acceptance. Contractual specifications detail delivery, maintenance, support, and exit/escrow strategies.