Public procurement notice: Contract Notice
Published: 2016-09-28
Buyer: Statens lånekasse for utdanning [The Norwegian State Education Loan Fund]
Country: NO
Region: NORGE
Contract type: Services
Procedure: Negotiated procedure
CPV classification: 72312200: Optical character recognition services | 72319000: Data supply services | 72590000 | 79560000 | 79570000
Submission deadline: 2016-10-24
Award criteria: The most economic tender

Technical requirements: The Norwegian State Education Loan Fund is executing a competition with negotiations for procurement of an agreement for the delivery of scanning services. The scanning services to be procured include services for receiving mail, scanning, interpretation, distribution and archiving of all of our incoming customer mail and some administrative mail. The service also includes operation and any further development of the scanning service as well as taking over and accessibility of electronic and physical paper archives from the current scanning supplier. The competition is executed as a 2 phase process with a pre-qualification first and consequent competition amongst selected tenderers.
The Norwegian State Education Loan Fund has recently received just under 170 000 letters, equivalent to approx. 425 000 pages and approx. 150 000 agreements about support (debenture deeds). The document volume varies throughout the year, and is largest in the period August — October and January — March. Beyond these periods, the incoming documents are distributed evenly throughout the year. Under 25 000 letters are returned annually.
The arrival of letters in recent years is connected with an uncertainty and will be dependant on the measures that The Norwegian State Loan Education Fund initiates in order to make the communication with our customers more effective. The volume of agreements of support may also change in the future. The Norwegian State Education Loan Fund currently estimates a decline in the number of letters by approx.10 % per year and for agreements about support, we anticipate the scope will be around 80 000 per year. The cause of the large reduction in the number of agreements of support is due to The Norwegian State Education Loan Fund having introduced electronic signing for parents in 2016, and we anticipate that this will lead to a higher portion signing electronically in the years to come. The Norwegian State Education Loan Fund works to increase the digitalisation of our services, which means that there is uncertainty associated with the given numbers. The scope may reduce to a higher degree than that estimated at the current point in time.
The current supplier has responsibility for the storage of both the physical paper documents and the electronic archive for The Norwegian State Education Loan Fund. The physical customer record is stored in both letters and agreements of support (debenture deeds), but there are different requirements for how long the original document should be saved before it can be deleted. As of August 2016, approx. 3 000 boxes with agreements of support are archived. There is space for up to 1 500 documents in each box, and altogether this makes up approx. 4 500 000 agreements of support. Agreements of support can have a storage time of approx. 50 years. The quantity of physical letters is over approx. 64 000 pages. This section of the customer mail is deleted sequentially after 3 months, and the scope of documents will vary in relation to the volume period.
The Norwegian State Education Loan Fund has purchasing scanning services since 2005 and as such as the entirety of our electronic archive for customer records is with the current supplier. The electronic archive currently includes approx. 8,700 GB and the volume of this archive is likely to grow during the agreement period in accordance with the arrival of letters. The Norwegian State Education Loan Fund needs this archive to always be accessible for inquiries.
If more than the stated number of tenderers are qualified for the competition, the Norwegian State Education Loan Fund will select the number of tenderers based on which tenderers are considered to be the most qualified in accordance with the qualification criteria “The tenderer’s organisation and capacity’, and ‘The tenderer’s competence and experience’, cf. points 6.4 and 6,5 in the qualification documentation. The tenderers who best cover both criteria will be invited to submit a tender. "The tenderer's competence and experience" will be weighted with 70 % and the "Tenderer's organisation and capacity" will be weighted with 30 %.

Eligibility requirements: See the qualification documentation for which qualification requirements relate to the tenderer. See the qualification documentation for which qualification requirements relate to the tenderer. See the qualification documentation for which qualification requirements relate to the tenderer. See the qualification documentation for which qualification requirements relate to the tenderer. See the qualification documentation for which qualification requirements relate to the tenderer.
See the qualification documentation for which qualification requirements relate to the tenderer. See the qualification documentation for which qualification requirements relate to the tenderer.
See the qualification documentation for which qualification requirements relate to the tenderer.