Island – Tarkvarapaketid ja infosüsteemid – 16311 - Early Childhood and Youth Programme Management System

Rahandus- ja nõustamisteenuste büroo, Reykjavíki linnas Innovatsiooni- ja teenuste osakonna nimel, kutsub huvilisi osalema konkurentsisõnades, mis puudutab juhtimissüsteemi lasteaedade hoolde, pärastkooli programmide ja perepäevahoolde.

The deadline for the submission of requests to participate is 20.09.2024 at 14:00. The deadline for the submission of tenders is 11.10.2024 at 14:00.

The estimated value excluding VAT is 1 200 000 EUR.

The estimated duration of the contract is 24 months.

The estimated start date of the contract is 01.12.2024.

The estimated end date of the contract is 30.11.2026.

The language of the tender documents is English.

The language of the contract is English.

Tenderers are required to submit their tenders in English.

The TED notice number is 2024/S 165-407622.

The CPV code is 72221000-3.

The contract type is Services.

The procedure type is Competitive Dialogue.

The main objective of the contract is to implement a management system for children in preschool care, after-school programmes and family day care.

The management system shall include the following functionalities:

- Registration and management of children

- Management of staff and their qualifications

- Management of attendance and absences

- Management of meals and allergies

- Management of invoicing and payments

- Management of reports and statistics

- Management of communication with parents

- Management of documents and archives

The management system shall be user-friendly, scalable, and adaptable to the needs of the Service and Innovation Department.

The management system shall comply with the relevant legislation and regulations, including data protection and privacy requirements.

The management system shall be interoperable with other systems used by the City of Reykjavík.

The management system shall be accessible via a web browser and mobile devices.

The management system shall be hosted in a secure and reliable environment.

The management system shall be supported by a helpdesk service.

The management system shall be provided with regular updates and maintenance.

The management system shall be delivered in accordance with the agreed timeline and budget.

The management system shall be tested and approved by the Service and Innovation Department before going live.

The management system shall be implemented in phases, with a pilot phase followed by a full implementation.

The management system shall be evaluated regularly to ensure its effectiveness and efficiency.

The management system shall be subject to periodic audits and reviews.

The management system shall be documented and user manuals shall be provided.

The management system shall be subject to a warranty period of 12 months from the date of delivery.

The management system shall be subject to a service level agreement (SLA) with clear performance indicators.

The management system shall be subject to a penalty clause in case of non-compliance with the agreed service levels.

The management system shall be subject to a termination clause in case of breach of contract.

The management system shall be subject to a confidentiality clause to protect sensitive information.

The management system shall be subject to a non-disclosure agreement (NDA) to protect proprietary information.

The management system shall be subject to a data protection agreement to ensure compliance with relevant legislation and regulations.

The management system shall be subject to a security agreement to ensure the protection of data and systems.

The management system shall be subject to an acceptance testing protocol to ensure compliance with the agreed specifications and requirements.

The management system shall be subject to a training programme for users to ensure effective use and adoption.

The management system shall be subject to a change management process to ensure smooth implementation and adaptation.

The management system shall be subject to a risk management process to identify and mitigate potential risks.

The management system shall be subject to a business continuity plan to ensure uninterrupted service in case of disruptions.

The management system shall be subject to a disaster recovery plan to ensure data recovery and system restoration in case of failures.

The management system shall be subject to a performance monitoring and reporting system to track progress and identify areas for improvement.

The management system shall be subject to a feedback mechanism to gather input from users and stakeholders.

The management system shall be subject to a continuous improvement process to enhance its functionality and performance.

The management system shall be subject to a sustainability assessment to ensure environmental and social responsibility.

The management system shall be subject to a cost-benefit analysis to ensure value for money.

The management system shall be subject to a procurement process that ensures transparency, fairness, and competition.

The management system shall be subject to a contract management process to ensure compliance with contractual obligations.

The management system shall be subject to a compliance monitoring process to ensure adherence to relevant legislation and regulations.

The management system shall be subject to a governance framework to ensure effective decision-making and accountability.

The management system shall be subject to a stakeholder engagement process to ensure involvement and support from relevant parties.

The management system shall be subject to a communication plan to ensure effective dissemination of information.

The management system shall be subject to a training and development plan to ensure the continuous improvement of skills and knowledge.

The management system shall be subject to a performance appraisal system to evaluate the effectiveness of the system and its users.

The management system shall be subject to a reward and recognition system to motivate and incentivise users.

The management system shall be subject to a grievance redressal mechanism to address and resolve any issues or complaints.

The management system shall be subject to a conflict resolution process to manage and resolve any disputes.

The management system shall be subject to a mediation and arbitration process to resolve any disagreements.

The management system shall be subject to a legal framework to ensure compliance with relevant laws and regulations.

The management system shall be subject to a regulatory framework to ensure compliance with industry standards and best practices.

The management system shall be subject to an ethical framework to ensure integrity and transparency.

The management system shall be subject to a code of conduct to ensure professionalism and accountability.

The management system shall be subject to a whistleblower policy to encourage reporting of unethical behaviour.

The management system shall be subject to an anti-corruption policy to prevent and detect corrupt practices.

The management system shall be subject to a fraud prevention policy to detect and mitigate fraudulent activities.

The management system shall be subject to a risk assessment process to identify and evaluate potential risks.

The management system shall be subject to a risk mitigation strategy to minimise the impact of identified risks.

The management system shall be subject to a risk monitoring and reporting system to track and manage risks.

The management system shall be subject to a risk management plan to ensure effective risk management.

The management system shall be subject to a risk management committee to oversee risk management activities.

The management system shall be subject to a risk management framework to ensure a structured approach to risk management.

The management system shall be subject to a risk management policy to guide risk management activities.

The management system shall be subject to a risk management strategy to ensure effective risk management.

The management system shall be subject to a risk management process to identify, evaluate, and mitigate risks.

The management system shall be