Public procurement notice: Contract Notice
Published: 2022-06-01
Buyer: Trondheim kommune
Country: NO
Contract type: Services
Procedure: Open procedure
CPV classification: 48219300 | 48311000 | 48311100 | 48329000 | 72252000: Computer archiving services
Estimated value: 10700000 NOK
Submission deadline: 2022-06-30
Award criteria: The most economic tender

Technical requirements: Trondheim municipality invites tenderers to an open tender contest for a new case and archive system.
The case and archive system ESA has been in use by the contracting authority since the 2000. The system has since been continuously upgraded to new versions. In connection with the municipal merger on 1.1.2020, the customer established a new functionality of the ESA, with two main bases, TKsak for ordinary case processing, and TKelev for student files from the schools. It has now been decided that the system shall be discontinued.
The current system serves approx. 2,500 users daily. There are approx. 5,500 registered users in the system, and approx. 2,500 users have produced documents in the last year. The total number of future users will probably be affected by how well the new case archive system meets the users' needs and expectations. Pricing model for using the system will also have an impact on the final number of users.
The contract will be valid from the date it is signed by the parties. The contract period is three years from the delivery date. The contract will then be renewed automatically for one  year at a time unless terminated by the contracting authority with three months notice before the renewal date. The tenderer will have and option to terminate the contract twelve months prior to the notification of contract renewal. See also point 5.1 'Varighet' in the contract documents.
The tenderer must be a legally established company. Documentation requirement: Norwegian tenderers shall enclose a company registration certificate. Foreign tenderers must present proof of registration in a company register or in a trade register in the state where the tenderer is established.
The tenderer must be creditworthy, minimum score  A. The creditworthiness against a guarantee is not accepted. For recently established tenderers a certificate showing score A/N is sufficient. Documentation requirement: Credit assessment of the tenderer, not older than 6 months from the deadline for receipt of tenders. The evaluation will be based on the last known fiscal figures with an indication of how the credit rating has developed during the last three years. The assessment shall be issued by a company with a credit reporting license from the Norwegian Data Protection Authority, see www.datatilsynet.no. The result of the credit rating must be given as a graded value (letters or numbers) on a defined scale.
Tenderers have, in the reference period, carried out the following important goods deliveries of the requested type, or the following important services of the requested type.
one large Norwegian municipality. Documented by: A list of the service tenderer's most relevant assignments during the last 3 years. The list must contain information on the nature of the assignment, including why the assignments are relevant for this procurement, the value of the assignments, the time of delivery and duration of the assignments and the name of the recipients.
The tenderer must as a minimum apply environmental management measures, cf. self-declaration for environmental management measures attached to the tender documents Documentation requirement: A completed self-declaration on environmental management measures.

Eligibility requirements: The tenderer must be a legally established company. Documentation requirement: Norwegian tenderers shall enclose a company registration certificate. Foreign tenderers must present proof of registration in a company register or in a trade register in the state where the tenderer is established.

Award value: 10700000