Public procurement notice: Contract Notice
Published: 2025-05-19
Buyer: Høgskolen i Østfold
Country: NO
Region: NO083
Contract type: Services
Procedure: Negotiated with prior call for competition
CPV classification: 48000000 | 48200000 | 48210000 | 48219000 | 48219300
Submission deadline: 2025-06-18
Award criteria: quality, price

Technical requirements: Is the tenderer himself or a person, who is a member of the tenderer's administration, management or supervisory body or has the competence to represent or control or make decisions in such bodies, in the event a enforceable verdict has been convicted of corruption by a verdict handed down not more than five years ago, or a rejection period determined directly in the judgement that still applies? Corruption as defined in Article 3 of the Convention on Combating Corruption, Involving European Communities or European Union Member States (EUT C 195 of 25.6.1997, s. 1), and in Article 2, point 1, in the Council ́s framework decision 2003/568/RIA of 22 July 2003 on combating corruption in the private sector (EUT L 192 of 31.7.2003,  p. 54). This rejection reason also includes corruption as defined in national law for the contracting authority or supplier.
Is the tenderer himself or a person, who is a member of the tenderer's administration, management or supervisory body or has the competence to represent or control or make decisions in such bodies, at the time a legally convicted of fraud has been convicted of fraud by a verdict handed down not more than five years ago, or a rejection period determined directly in the judgement that still applies? Fraud included in Article 1 of the Convention on protection of the Financial Interests of the European Communities (EFT C 316 of 27.11.1995, p. 48).
Is the tenderer himself or a person, who is a member of the tenderer's administration, management or supervisory body or has the competence to represent or control or make decisions in such bodies, in the event a legal verdict has been convicted of money laundering or financing terrorism by a verdict handed down no more than five years ago, or a rejection period set out directly in the judgement that still applies? Money laundering or financing terrorism As defined in Article 1 of the European Parliament and Council Directive 2005/60/EF of 26 October 2005 on preventive measures against the use of the financial system for money laundering and financing terrorism (EUT L 309 of 25.11.2005, p. 15).
Is the tenderer himself or a person, who is a member of the tenderer's administration, management or supervisory body or has the competence to represent or control or make decisions in such bodies, at the time a legally convicted verdict of participation in a criminal organisation by a verdict handed down no more than five years ago, or a rejection period set out directly in the judgement that still applies? Participation in a criminal organisation as defined in Article 2 of the Council ́s framework decision 2008/841/RIA of 24 October 2008 on control of organised crime (EUT L 300 of 11.11.2008, p. 42)
Is the tenderer himself or a person, who is a member of the tenderer's administration, management or supervisory body, or has the competence to represent or control or make decisions in such bodies, in the event a legal verdict has been convicted of acts of terrorism or criminal acts connected to terrorist activities by a verdict handed down no more than five years ago, or a rejection period set out directly in the judgement that still applies? Acts of terrorism or criminal acts relating to terrorist activity as defined in Article 1 and 3 of the Council ́s framework decision 2002/475/RIA of 13 June 2002 on combating terrorism (EFT L 164, af 22.6.2002, p. 3). This rejection reason also includes incitement to, participation or attempts to commit such actions as included in Article 4 in the mentioned framework decision.

Eligibility requirements: Norwegian tenderers: 
•Registration. The contracting authority will obtain a company registration certificate from the Brønnøysund Register Centre for Norwegian tenderers. The Norwegian tenderers shall therefore not enclose a company registration certificate. 

Foreign tenderers: 
• Confirmation that the tenderer is registered in a trade register or company register in accordance with the law in the country where the tenderer is established.
The tenderer's Annual Financial Statements including notes with the Board's and auditor's reports from 2022,2023 and 2024. 

If the Annual Financial Statements for 2024 have not been completed before the qualification deadline expires, the provisional annual accounts for 2024 must be enclosed.
If there are reasons that cannot be enclosed with the provisional annual accounts, the tenderer shall substantiate financial strength in another suitable manner.

The contracting authority reserves the right to carry out a credit assessment from Experian. 

The financial strength will be assessed in relation to turnover, operating degree, solidity and liquidity. 

If a tenderer has a justifiable reason (e.g. newly established), to not present the documentation required by the contracting authority, other documentation can be submitted, such as a bank statement or a commitment statement for creditworthiness.
Tax certificate not older than six months calculated from the tender deadline. Tax certificate means: 

Norwegian tenderers: 
• Tax and VAT certificate issued by the tax office via Altinn. 

Foreign tenderers: 
• Foreign tenderers must submit equivalent certificates from their own country that show that they have an arrangement for the payment of taxes and duties. If the authorities in the relevant country do not issue such certificates, the tenderer shall submit a statement which states that all taxes and duties have been paid. The declaration shall be approved and signed by the tenderer's Financial Director/ person responsible for Finance.
A description of the tenderer's three most relevant contracts in the last 3 years. 

Tenderers shall document fulfilment by filling in the attached template for reference descriptions. See annex 2 - Reference descriptions. 

The description of the assignment must include a description of the content of the assignment and its relevance for this contract, the assignment ́s value, date of time for the assignment and the contracting authority ́s name. 

It is the tenderer ́s responsibility to document relevance through the description of the assignment they have delivered.
A description of the tenderer's quality assurance methods. 

If a tenderer is certified in accordance with ISO 9001 or equivalent quality assurance certifications, it is sufficient to enclose a copy of a valid certificate.
The data processing agreement must be signed with the chosen tenderer.
The contracting authority will conduct an overall evaluation of how the tenderer ́s system and delivery meets Østfold University College's organisation, needs and requirements as described in Annexes 1a and 1b. 

The tenderer ́s answers are divided between the following annexes that will be used in total for the evaluation of this criteria: 
• Annex 1b - the Contracting Authority's requirement specification and the tenderer's solution description.
• Annex 2 - the tenderer ́s system specifications.
• Annex 4 - Delivery plan and plan and criteria for the contracting authority ́s approval test.
• Annex 5 - Service Level for the additional services with standardised compensation.
• Annex 10 - Standard terms for the cloud service.

Tenderers shall present their tender and demonstrate the system ́s functionality and user interface. The tender presentation will be a part of the overall evaluation under "quality of the offered system". The presentation/demo of the offered system is currently planned to be carried out in week 36/2025.
The price will be evaluated based on the total price that the tenderer has given in Annex 7b Price Form.
Østfold University College wishes to procure a modern, future orientated and complete HRM system. The system shall be user friendly, make processes more efficient, provide good decision basis, ensure standardisation and ensure compliance with the legislation and security requirements.