Public procurement notice: Contract Notice
Published: 2025-09-11
Buyer: Nittedal kommune
Country: NO
Region: NO0A2
Contract type: Services
Procedure: Negotiated with prior call for competition
CPV classification: 35125200: Time-recording system | 48000000 | 48330000 | 48332000 | 48450000
Submission deadline: 2025-09-19
Award criteria: price, quality

Technical requirements: The aim of the contract is to procure a joint rota and working hours system that shall be used by all sectors in the municipality. The municipality currently has approx. 1,850 employees and it is a goal that all shall be able to use the system for registering working hours. The customer would as much as possible like a cloud based system, but there is also the possibility to offer on-prem or a combination of cloud based and on-prem. More information on the procurement ́s purpose and scope is included in Annex 1a - the contracting authority ́s needs description and requirement specifications.
Tenderers shall have their tax, payroll tax and VAT payments in order.

Documentation requirement:
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.
The tenderer shall be a legally established company.

Documentation requirement:
Norwegian tenderers: 
•Registration. Norwegian tenderers will obtain a Customer company registration certificate from the Brønnøysund Register Centre. 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 shall have the financial strength to be able to fulfil the contract.

Documentation requirement:
The tenderer's Annual Financial Statements including notes with the Board's and auditor's reports from 2024, 2023 and 2022.
The Customer reserves the right to carry out a credit assessment from Experian or equivalent.
The financial strength will be assessed in relation to turnover, operating degree, solidity and liquidity.
Tenderers shall have a documented quality management system. 

Documentation requirement:
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.

Eligibility requirements: Tenderers shall have their tax, payroll tax and VAT payments in order.

Documentation requirement:
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.
The tenderer shall be a legally established company.

Documentation requirement:
Norwegian tenderers: 
•Registration. Norwegian tenderers will obtain a Customer company registration certificate from the Brønnøysund Register Centre. 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 shall have the financial strength to be able to fulfil the contract.

Documentation requirement:
The tenderer's Annual Financial Statements including notes with the Board's and auditor's reports from 2024, 2023 and 2022.
The Customer reserves the right to carry out a credit assessment from Experian or equivalent.
The financial strength will be assessed in relation to turnover, operating degree, solidity and liquidity.
Tenderers shall have a documented quality management system. 

Documentation requirement:
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.
Tenderers shall have a documented environmental management system.

Documentation requirement:
A description of the tenderer's environment system.
If a tenderer is certified by a public certification body (EMAS, Miljøfyrtårn, ISO 14001, or other recognised environmental management system/standard), it is sufficient to enclose a copy of a valid certificate.
Tenderers shall have a documented and implemented information security management system.
The management system shall cover all organisation units and processes included in the delivery.

Documentation requirement:
If the tenderer's information security management system is not certified, the tenderer shall document that the management system is equivalent to a recognised standard with a brief description of the system, as well as how the system is implemented and managed in the company. 
If a tenderer is certified in accordance with ISO 27001 or equivalent certified standard for information security from an accredited certification body, it is sufficient to enclose a copy of a valid certificate.
Tenderers shall have experience from relevant and comparable references. 

Relevant and comparable references means the delivery of an equivalent system with an equivalent estimated number of users. At least one of the reference projects must be from the public sector.

By equivalent system we mean a system for rota and working hours registration with the same functions as Nittedal municipality ́s need, which is in Annex 3 - Reference Descriptions.

It is sufficient that the references together see to the requirements for relevance and comparability, including functions.

Documentation requirement:
Description of up to three of the tenderer's most relevant and comparable assignments from the last three years.
Tenderers shall document fulfilment by filling in annex 3 - Reference descriptions.
In accordance with the procurement regulations.
The price will be evaluated based on the total price that the tenderer has offered in Annex 6b Price Form.
The customer will conduct an overall evaluation of how the tenderer ́s system and delivery meets Nittedal municipality ́s organisation, needs and requirements as described in Annex 1a and Annex 1b. 
The tenderer ́s answers will be distributed in the following Annex, which together will form the basis for the evaluation of this criteria:
• Annex 2a 
• Annex 2b
• Annex 3
• Annex 4