Public procurement notice: Contract Notice
Published: 2016-04-13
Buyer: Vest-Agder fylkeskommune (Vest-Agder County)
Country: NO
Region: NORGE
Contract type: Services
Procedure: Competitive dialogue
CPV classification: 48219300 | 48224000 | 48311000 | 48312000 | 48613000
Submission deadline: 2016-05-11
Award criteria: The most economic tender

Technical requirements: The competition is for the procurement of a cloud based system that can ensure that all communication and document handling between the contracting authority and the supplier market can be made electronically. In order to communicate electronically both before and after a contract has been signed, the contracting authority would like, as a minimum, systems of the type KGV and KAV or equivalent.
The contract shall be binding for 3 years, after which it will run until notice is given on the contract.
This contract will be signed on behalf of 24 municipalities and 2 counties in OFA. In addition the remaining units and associated members in OFA (Public Joint Procurements Agder) will have an option to join the contract. The number of licences/access and the degree of access will vary depending on each municipality/unit/AS needs.
The current Case and Archive System is installed on central servers that serve regions of municipalities and other units. In order to integrate the KGV and KAV system or equivalent with the entire OFA, 5-6 integrations with the central servers will be necessary. Integration with the Case and Archive System will be seen as an option.
Tenderers must also be able to offer a system that at least fulfils the need that www.Ofanett currently fulfils. Ofanett is a website where the participating units have access to relevant contract information for contracts that they themselves are a contract part in.
Software of a similar nature to that described and that serves the objectives expressed in this notice.
— The tenderer's name, organisation number, postal address, postcode, place, telephone number, the company's e-mail address and internet address;
Documentation: The tenderer shall enclose a certificate of registration in the professional register, in accordance with the legislation in the country where the tenderer is established, e.g. the Brønnøysund Register Centre.
Requirement: Tenderers shall have more than adequate financial solidity to provide the described system to the contracting authority over time.
Documentation: The tenderer shall enclose the annual accounts for the previous 3 years, or extracts (minimum profit and loss and balance sheets) thereof. Accounts for the group or the controlling company, only, are not accepted. An auditor's report shall be included.
The contracting authority can carry out a credit assessment/analysis of tenderers, also of any co-tenderers/guarantors.
A credit assessment/analysis that is not more than satisfactory can lead to the tenderer being disqualified. The contracting authority uses Experian AS for such analyses.
Requirement: Tenderers shall have sufficient capacity to fulfil the assignment for the entire delivery period, including any extensions.
Documentation: Tenderers shall give a description of their organisation in relation to the number of employees, number of years the company has been in operation in regards to the delivery included in the contract, as well as other relevant information that describes the company's general competence and human resources, including any collaboration partners relevant for the delivery.
The tenderer must substantiate a service organisation that is available for the contracting authority within normal working hours.

Eligibility requirements: The following information shall be provided: — The tenderer's name, organisation number, postal address, postcode, place, telephone number, the company's e-mail address and internet address; — The contact person's name, e-mail address and direct telephone number and mobile number. Requirement: The tenderer shall be a legally registered company. Documentation: The tenderer shall enclose a certificate of registration in the professional register, in accordance with the legislation in the country where the tenderer is established, e.g. the Brønnøysund Register Centre. — Tax certificates for VAT and tax. See the Tax Administration's website: www.skatteetaten.no The certificates must be no more than 6 months from the deadline for receipt of tenders. — HSE self-declaration. The HSE self-declaration must not be more than 6 months old. Annual accounts: Requirement: Tenderers shall have more than adequate financial solidity to provide the described system to the contracting authority over time. Documentation: The tenderer shall enclose the annual accounts for the previous 3 years, or extracts (minimum profit and loss and balance sheets) thereof. Accounts for the group or the controlling company, only, are not accepted. An auditor's report shall be included. The contracting authority can carry out a credit assessment/analysis of tenderers, also of any co-tenderers/guarantors. A credit assessment/analysis that is not more than satisfactory can lead to the tenderer being disqualified. The contracting authority uses Experian AS for such analyses. Organisation: Requirement: Tenderers shall have sufficient capacity to fulfil the assignment for the entire delivery period, including any extensions. Documentation: Tenderers shall give a description of their organisation in relation to the number of employees, number of years the company has been in operation in regards to the delivery included in the contract, as well as other relevant information that describes the company's general competence and human resources, including any collaboration partners relevant for the delivery. Cooperation relations shall be substantiated by proper statements. The tenderer must substantiate a service organisation that is available for the contracting authority within normal working hours. Technical resources, competence and quality assurance. Requirement: Tenderers shall have sufficient technical competence, experience and equipment for the execution of the assignment. Documentation: Tenderers shall describe the available technical resources (competence and equipment) relevant for this contract. Requirement: Tenderers shall have the necessary competence and certifications for installation, operation, repairs and service of the offered system. Documentation: Tenderers shall document what competence, certifications, certificates or authorisations the tenderer has for installation, operation, repairs and service of the offered system. This shall be documented with a copy of certificates, etc. that describe the necessary competence. Requirement: The tenderer shall have an operative quality assurance system. Documentation: The tenderer must give a general description of the quality assurance system the company will use in for the delivery to the customer. It shall be documented that the quality assurance has been in operation in at least 1 year prior to the deadline for receipt of tenders. This can be substantiated by presenting a copy of the general system documentation, certificates or other proper documentation. Sub-suppliers: Requirement: Tenderers shall carry out work connected to this assignment with their own or sub-suppliers' personnel. Documentation: Tenderers shall provide information on any use of sub-suppliers and how much of the contract can be awarded to sub-suppliers. Tenderers will be responsible for their sub-suppliers as if they were the tenderer's own personnel. References: Requirement: Tenderers shall have experience in the last 3 years from the installation, operation, repair and service of equivalent systems to that covered by this contract and they shall have carried out this work in a satisfactory way. Documentation: Tenderers shall account for experience with, and references from equivalent contracts/deliveries/assignments during the previous 3 years. The 3 most relevant references for this competition shall be documented by written references, also for previous assignments for public authorities. Requirement: Tenderers shall have experience with the integration of their KGV/KAV system, or equivalent, with the following Case and Archive Systems: Public 360; ePhorte; WebSak. As regards the forthcoming change to the rules, both nationally and within the EEA, the Contracting Authority will have an absolute requirement that the tenderer's systems always fulfil the current guidelines. Relevant areas that can be affected by a change in the rules include: Fulfilment of the provisions for electronic communication and access to competition documents. — Connection to a joint European infrastructure for message facilitation; — Structured and standardised format for the table of contents; — European self-declaration form; — Qualification documentation for foreign tenderers. Documentation: Tenderers must be able to document, confirm and accept this requirement in their own way.
Annual accounts: Requirement: Tenderers shall have more than adequate financial solidity to provide the described system to the contracting authority over time. Documentation: The tenderer shall enclose the annual accounts for the previous 3 years, or extracts (minimum profit and loss and balance sheets) thereof. Accounts for the group or the controlling company, only, are not accepted. An auditor's report shall be included. The contracting authority can carry out a credit assessment/analysis of tenderers, also of any co-tenderers/guarantors. A credit assessment/analysis that is not more than satisfactory can lead to the tenderer being disqualified. The contracting authority uses Experian AS for such analyses.
Organisation: Requirement: Tenderers shall have sufficient capacity to fulfil the assignment for the entire delivery period, including any extensions. Documentation: Tenderers shall give a description of their organisation in relation to the number of employees, number of years the company has been in operation in regards to the delivery included in the contract, as well as other relevant information that describes the company's general competence and human resources, including any collaboration partners relevant for the delivery. Cooperation relations shall be substantiated by proper statements. The tenderer must substantiate a service organisation that is available for the contracting authority within normal working hours. Technical resources, competence and quality assurance. Requirement: Tenderers shall have sufficient technical competence, experience and equipment for the execution of the assignment. Documentation: Tenderers shall describe the available technical resources (competence and equipment) relevant for this contract. Requirement: Tenderers shall have the necessary competence and certifications for installation, operation, repairs and service of the offered system. Documentation: Tenderers shall document what competence, certifications, certificates or authorisations the tenderer has for installation, operation, repairs and service of the offered system. This shall be documented with a copy of certificates, etc. that describe the necessary competence. Requirement: The tenderer shall have an operative quality assurance system. Documentation: The tenderer must give a general description of the quality assurance system the company will use in for the delivery to the customer. It shall be documented that the quality assurance has been in operation in at least 1 year prior to the deadline for receipt of tenders. This can be substantiated by presenting a copy of the general system documentation, certificates or other proper documentation. Sub-suppliers: Requirement: Tenderers shall carry out work connected to this assignment with their own or sub-suppliers' personnel. Documentation: Tenderers shall provide information on any use of sub-suppliers and how much of the contract can be awarded to sub-suppliers. Tenderers will be responsible for their sub-suppliers as if they were the tenderer's own personnel. References: Requirement: Tenderers shall have experience in the last 3 years from the installation, operation, repair and service of equivalent systems to that covered by this contract and they shall have carried out this work in a satisfactory way. Documentation: Tenderers shall account for experience with, and references from equivalent contracts/deliveries/assignments during the previous 3 years. The 3 most relevant references for this competition shall be documented by written references, also for previous assignments for public authorities. Requirement: Tenderers shall have experience with the integration of their KGV/KAV system, or equivalent, with the following Case and Archive Systems: Public 360; ePhorte; WebSak. As regards the forthcoming change to the rules, both nationally and within the EEA, the Contracting Authority will have an absolute requirement that the tenderer's systems always fulfil the current guidelines. Relevant areas that can be affected by a change in the rules include: Fulfilment of the provisions for electronic communication and access to competition documents. — Connection to a joint European infrastructure for message facilitation; — Structured and standardised format for the table of contents; — European self-declaration form; — Qualification documentation for foreign tenderers. Documentation: Tenderers must be able to document, confirm and accept this requirement in their own way.
Organisation: Requirement: Tenderers shall have sufficient capacity to fulfil the assignment for the entire delivery period, including any extensions. Documentation: Tenderers shall give a description of their organisation in relation to the number of employees, number of years the company has been in operation in regards to the delivery included in the contract, as well as other relevant information that describes the company's general competence and human resources, including any collaboration partners relevant for the delivery. Cooperation relations shall be substantiated by proper statements. The tenderer must substantiate a service organisation that is available for the contracting authority within normal working hours. Technical resources, competence and quality assurance. Requirement: Tenderers shall have sufficient technical competence, experience and equipment for the execution of the assignment. Documentation: Tenderers shall describe the available technical resources (competence and equipment) relevant for this contract. Requirement: Tenderers shall have the necessary competence and certifications for installation, operation, repairs and service of the offered system. Documentation: Tenderers shall document what competence, certifications, certificates or authorisations the tenderer has for installation, operation, repairs and service of the offered system. This shall be documented with a copy of certificates, etc. that describe the necessary competence. Requirement: The tenderer shall have an operative quality assurance system. Documentation: The tenderer must give a general description of the quality assurance system the company will use in for the delivery to the customer. It shall be documented that the quality assurance has been in operation in at least 1 year prior to the deadline for receipt of tenders. This can be substantiated by presenting a copy of the general system documentation, certificates or other proper documentation. Sub-suppliers: Requirement: Tenderers shall carry out work connected to this assignment with their own or sub-suppliers' personnel. Documentation: Tenderers shall provide information on any use of sub-suppliers and how much of the contract can be awarded to sub-suppliers. Tenderers will be responsible for their sub-suppliers as if they were the tenderer's own personnel. References: Requirement: Tenderers shall have experience in the last 3 years from the installation, operation, repair and service of equivalent systems to that covered by this contract and they shall have carried out this work in a satisfactory way. Documentation: Tenderers shall account for experience with, and references from equivalent contracts/deliveries/assignments during the previous 3 years. The 3 most relevant references for this competition shall be documented by written references, also for previous assignments for public authorities. Requirement: Tenderers shall have experience with the integration of their KGV/KAV system, or equivalent, with the following Case and Archive Systems: Public 360; ePhorte; WebSak.
As regards the forthcoming change to the rules, both nationally and within the EEA, the Contracting Authority will have an absolute requirement that the tenderer's systems always fulfil the current guidelines. Relevant areas that can be affected by a change in the rules include: Fulfilment of the provisions for electronic communication and access to competition documents. — Connection to a joint European infrastructure for message facilitation; — Structured and standardised format for the table of contents; — European self-declaration form; — Qualification documentation for foreign tenderers. Documentation: Tenderers must be able to document, confirm and accept this requirement in their own way.