📋 Tender Overview
Contract awarded for Case system dms (increase assignment value visma) lot-0000, title: case system dms (increase contract value visma), description: on august 9, 2021, as a result of a european tendering procedure, an agreement was concluded for the implementation and management of the case system/dms (djuma) with circle softwaregroup b.v. link to the initial awarded contract: https://www.tenderned.nl/aanbestedende-dienst/aankondigingen/237144. changes to the awarded contract are necessary due to circumstances that a diligent contracting authority could not foresee. for a detailed further description of what the change entails, see the description of scope/quantity. value of the change ex. vat € 273,375,-- total contract value ex. vat € 607,500,-- the contract value was estimated in the tender guidelines at € 600,000 excluding vat for the duration of the agreement. the ombudsman wants the (financial) effort for an ea to be proportionate to the period in which the agreement is utilized. this was also the premise in the tender guidelines. namely, one year for the implementation of the application and then the intention to utilize the framework agreement for a period of at least 5 years with an option for extension. the implementation took almost 2 years until the summer of 2023. the application has therefore been in use for almost 3 years. the ombudsman wants to extend the agreement by 2 x one year to optimally utilize the investment in the application and the implementation. since the contract value will be reached in 2026, increasing the contract value is necessary. to replace the application, the national ombudsman must conduct a new european tender. preparations for this have started by formulating a new information policy, a target architecture, and a strategy for digital sovereignty. work processes are also being evaluated to arrive at current requirements and wishes. from the summer of 2026, a pve can be written as part of the tender guidelines. reason for change: the change is necessary due to circumstances that a diligent contracting authority could not foresee. the description of the economic and/or technical reasons, of the inconvenience and the extra costs that stand in the way of a change of contractor: the expenditures within the contract are rising faster than was anticipated when the agreement was entered into. the national ombudsman considers an increase in the contract value necessary to ensure the continuity of the use, management, and support of the case system/dms. the increase is related to circumstances that were not reasonably foreseeable at the time of the tender and that only became concrete during the implementation and commissioning of the case system/dms. firstly, the implementation costs turned out to be higher than expected. the tender assumed one migration. during execution, it became clear that one migration was technically and organizationally insufficient. secondly, it became apparent after commissioning that additional connections are needed between the case system/dms and applications for, among other things, model letters and the anonymization of documents. thirdly, the national ombudsman had to procure additional support, including the advanced features package and the customer success package. fourthly, the agreed indexations have led to higher expenditures than were accounted for in the original estimate. estimated value excluding vat: none .Case system dms (increase assignment value visma)
