Brief
The Municipality of Dilbeek is seeking a software solution to support the monitoring and adjustment of its policy and management cycle. This includes enhancing reporting on the implementation of the multi-year plan, tracking and adjusting the plan, translating it into annual action plans and projects, and integrating project-based work with the execution of the multi-year planning. The goal is to increase transparency within the organization and towards municipal council members. The project consists of five phases: 1) Definition Phase: In this phase, the setup based on the objectives and needs of the Municipality of Dilbeek will be determined in consultation with the service provider. The provider will advise on the best approach for the organization and develop an installation phase, implementation phase, and testing phase based on this. 2) Installation Phase: The application will be set up, and the environment will be configured according to the agreements made in phase 1. Templates will be created and prepared for use, and the connection with accounting will be established. 3) Implementation Phase: This phase involves the full implementation of the software application. The bidder must describe the rollout in the action plan. 4) Testing Phase: Following the implementation phase, a testing phase will occur to verify whether the software meets technical specifications and to test its functionality. Only after approval of the implementation and testing phases can the preliminary delivery of the implementation phase proceed. 5) Maintenance Phase: This phase involves the successful implementation of the software application, including monitoring, maintaining, and keeping the software up-to-date. It also ensures the continuity of the software and its connection with other systems. 6) Transition Phase: At the end of the project, a transition phase may be provided, during which the contractor must assist in the transition to the software of the contracting authority or a new contractor, at no additional cost, while continuing to meet maintenance obligations. The software must be integrated into the current application landscape of the contracting authority. As part of this project, the contractor must conduct a preliminary study for each integration to determine costs and impact. Decisions regarding the execution of integrations will be based on these studies, and the contractor may be asked to carry them out. The Municipality of Dilbeek is the contracting authority and manages the environment for the Municipality of Dilbeek, which will also be used by two other partners: OCMW Dilbeek and EVA-VZW Kinderopvang Dilbeek. This should be considered in the setup, such as integration with accounting, where the entities are interconnected. The testing phase must be completed by January 1, 2026.
