Public procurement notice: Contract Notice
Published: 2016-05-21
Buyer: Sola komune (Sola municipality)
Country: NO
Region: Rogaland
Contract type: Supplies
Procedure: Negotiated procedure
CPV classification: 48000000 | 48219300 | 48300000 | 48310000 | 48311000
Submission deadline: 2016-06-30
Award criteria: The most economic tender

Technical requirements: The aim of the procurement of a new case and archive system is that it shall contribute to making the electronic document management more efficient and to increasing document capture and information security in Sola municipality. The system shall have a simple and functional web based user interface. All the functions ought to be usable on tablets and smart telephones.
The system shall, in a simple and user friendly way, facilitate electronic interaction as the first choice internally and externally and so contribute to realising the aims in the action and finance plan on a digital municipality. The system shall support the open government principle and give insight options in a public electronic journal that is easy to search in, with functionality for requesting insight in several case documents in one operation.
1.4.1 The system shall be able to adapt to the current organisation structure and the archive structure in Sola municipality. The system shall be rolled out to all the current users. There are currently approx. 700 users. The system must allow for the centralisation of several municipal entities, municipal companies and intermunicipal companies. In addition allowance must be made for possible changes in the political organisation of Sola municipality (from the executive committee model to parliamentarism).
The production environment is divided into two zones, an internal zone and a secure zone, based on the necessary security and sensitivity level in accordance with the Norwegian Data Protection Authority's recommendations. The system must be delivered with this security architecture in mind.
A contract will be signed for the maintenance and service of equipment and software (the Maintenance Contract, SSA-V) for 4 years, followed by an option for an extension of the maintenance contract for a further 2 + 2 + 2 years.
The contracting authority requires tenderers who wish to participate in the competition to demonstrate that they are registered in a trade index or other enterprise register as prescribed in the legislation in the country in which they are established.
Documentation of this (e.g. a Business Registration Certificate from the Brønnøysund Register Centre) shall be enclosed with the tender.
As documentation the Contracting Authority will obtain a credit rating from Experian. The tenderer must achieve a minimum rating of ‘creditworthy’.
The tenderer is expected to have familiarised himself with registered information about the company and by submission of the tender accepts that the information will be obtained and form the basis of the assessment of the tenderer's financial situation.
If the tenderer knows that the requirement regarding the financial capacity to carry out the contract cannot be met via the credit rating as specified above, the tenderer can submit other documentation with the tender that confirms a satisfactory financial capacity.
If the contracting authority's credit information about the individual company does not include a credit rating, the contracting authority will seek to have this documentation requirement met in another way, either by assessing whether the financial capacity is satisfactory based on the other information that should be available in the solution from Experian or by obtaining other documentation.
Experience from equivalent contracts is required. Equivalent contracts means the delivery of a case and archive system. Documentation is required of a good ability to fulfil the contract.
To document this, a list of key deliveries or services provided during the past three years must be enclosed. This shall contain information concerning:
The supplier shall have the necessary capacity and expertise to meet the needs associated with delivery of the assignment. An overview of staffing for this assignment with CV's of the key personnel who will carry out the assignment shall be attached.
The tenders will be ranked according to who is the best qualified after an assessment of the qualification criteria ‘the tenderer's technical and professional qualifications’.

Eligibility requirements: The contracting authority requires tenderers who wish to participate in the competition to demonstrate that they are registered in a trade index or other enterprise register as prescribed in the legislation in the country in which they are established. Documentation of this (e.g. a Business Registration Certificate from the Brønnøysund Register Centre) shall be enclosed with the tender. Tenderers must have the financial ability to carry out the contract. As documentation the Contracting Authority will obtain a credit rating from Experian. The tenderer must achieve a minimum rating of ‘creditworthy’. The tenderer is expected to have familiarised himself with registered information about the company and by submission of the tender accepts that the information will be obtained and form the basis of the assessment of the tenderer's financial situation. If the tenderer knows that the requirement regarding the financial capacity to carry out the contract cannot be met via the credit rating as specified above, the tenderer can submit other documentation with the tender that confirms a satisfactory financial capacity. If the contracting authority's credit information about the individual company does not include a credit rating, the contracting authority will seek to have this documentation requirement met in another way, either by assessing whether the financial capacity is satisfactory based on the other information that should be available in the solution from Experian or by obtaining other documentation. Experience from equivalent contracts is required. Equivalent contracts means the delivery of a case and archive system. Documentation is required of a good ability to fulfil the contract. To document this, a list of key deliveries or services provided during the past three years must be enclosed. This shall contain information concerning: — Short description of the assignment's complexity; — Successful integration with other trade systems, see the general project draft point 4; — NOARK certification for each delivery; — Size or value of the deliveries; — Time (contract period); — Name of and a brief description of the customers; — Telephone number, e-mail address and name of contact persons at the customers. Relevant customers from the list may be contacted. The supplier shall have the necessary capacity and expertise to meet the needs associated with delivery of the assignment. An overview of staffing for this assignment with CV's of the key personnel who will carry out the assignment shall be attached.
Tenderers must have the financial ability to carry out the contract. As documentation the Contracting Authority will obtain a credit rating from Experian. The tenderer must achieve a minimum rating of ‘creditworthy’. The tenderer is expected to have familiarised himself with registered information about the company and by submission of the tender accepts that the information will be obtained and form the basis of the assessment of the tenderer's financial situation. If the tenderer knows that the requirement regarding the financial capacity to carry out the contract cannot be met via the credit rating as specified above, the tenderer can submit other documentation with the tender that confirms a satisfactory financial capacity. If the contracting authority's credit information about the individual company does not include a credit rating, the contracting authority will seek to have this documentation requirement met in another way, either by assessing whether the financial capacity is satisfactory based on the other information that should be available in the solution from Experian or by obtaining other documentation.
Experience from equivalent contracts is required. Equivalent contracts means the delivery of a case and archive system. Documentation is required of a good ability to fulfil the contract. To document this, a list of key deliveries or services provided during the past three years must be enclosed. This shall contain information concerning: — Short description of the assignment's complexity; — Successful integration with other trade systems, see the general project draft point 4; — NOARK certification for each delivery; — Size or value of the deliveries; — Time (contract period); — Name of and a brief description of the customers; — Telephone number, e-mail address and name of contact persons at the customers. Relevant customers from the list may be contacted. The supplier shall have the necessary capacity and expertise to meet the needs associated with delivery of the assignment. An overview of staffing for this assignment with CV's of the key personnel who will carry out the assignment shall be attached.