Public procurement notice: Contract Notice
Published: 2021-07-02
Buyer: Askøy kommune
Country: NO
Contract type: Services
Procedure: Competitive procedure with negotiation
CPV classification: 48219300 | 48311000 | 48312000 | 48329000 | 72200000
Submission deadline: 2021-08-06
Award criteria: The most economic tender

Technical requirements: The contest concerns delivery of a case and archive system and eBuilding Application System for Askøy kommune (Askøy Municipality). It is possible to submit a tender for only one of the systems. The system must be a standard system supplied as SaaS.
The case and archive system must cover the necessary functionality to drive digital work processes and follow-up of these, including administrative case processing, handling and onward routing of received mail through various channels such as email and Altinn, managing all processes related to meeting and committee processes, recording and archiving in-line with applicable requirements and privacy protection throughout the entire contract period. The contracting authority wants as much work as possible to be carried out in the system, without the need for manual updating in other systems/solutions. The contracting authority especially wants automation of routine tasks that are often performed. Security in the system, including all integrations, must be sufficient that sensitive information can be processed and stored safely in the system. The contract also includes transferring the existing archive base and two previous bases to the new system. The transfer must occur without loss of data.
EByggesak will be used in order to ensure efficient building application processing. The system must be functional, user-friendly and intuitive. Security in the system, including all integrations, must be sufficient that sensitive information can be processed and stored safely in the system.
The systems must be functional and user-friendly, with the greatest possible degree of automated processes. This includes intuitive design, fewest possible clicks, possibility for each case handler to adapt the system functions, possibility to use short cut keys and work without a mouse, and responsive design. The system must fulfil the requirements for integration to national common components set out in the contract documents. Integration must be set up based on the existing geo integration standard, and set up with the possibility of data flow both to and from the systems if necessary to fulfil the requirement concerning functionality.
A service catalogue of associated expansions other than those specifically named in the tender documents, can be enclosed with the tender.
The contract for case and archive system contains an option for the service provider to copy active case files from the production base in the existing system to the new system, and an option to transfer other data, for example archive structure, users, politicians, organisation structure and templates.
The contract includes an individualised license for censorship function for a minimum of ten users. The contracting authority can choose to purchase more individualised licenses. The contracting authority also has the option to purchase non-individualised licenses for censorship function for up to five simultaneous users. The tenderer can choose to offer multiple non-individualised licenses.
The tenderer can offer an option for a form system instead of KF More, used by the contracting authority at the time of the contract. The cost for this option will not be included in the evaluation.
The tenderer can choose whether they will submit tenders for these option possibilities, but will be bound by their tender if they do so. The option possibilities will not be priced. Tenderers who wish to submit tenders for the option possibilities, should list the option possibilities they want to offer in Annex 2, the Tenderer's description of the service.
If the contracting authority chooses to take up an option, there will be negotiations on the system and price, alternatively the contracting authority will sent an enquiry to other suppliers/hold a contest.
The contract duration is three (3) years calculated from the delivery day. The contract will then be renewed automatically for 1 (one) year at a time, unless 3 (three) months notice is given by the contracting authority before the renewal date. The tenderer has the option to terminate the contract 12 (twelve) months prior to the notification of contract renewal.
The contract includes an individualised license for censorship function for a minimum of ten users. The contracting authority can choose to purchase more individualised licenses. The contracting authority also has the option to purchase non-individualised licenses for censorship function for up to five simultaneous users. The tenderer can choose to offer multiple non-individualised licenses.
The tenderer can offer an option for a form system instead of KF More, used by the contracting authority at the time of the contract. The cost for this option will not be included in the evaluation.
The contracting authority includes the following option possibilities is in the contract for eByggesakK
The tenderer can choose whether they will submit tenders for these option possibilities, but will be bound by their tender if they do so. The option possibilities will not be priced. Tenderers who wish to submit tenders for the option possibilities, should list the option possibilities they want to offer in Annex 2, the Tenderer's description of the service.

Eligibility requirements: Registered in a trade register or company register. Tenderers must be registered in a company register or trade register in the member state where the tenderer is established. As described in annex XI of directive 2014/24/EU; suppliers from certain member countries can be required to fulfil other requirements in the mentioned annex. Minimum requirements for qualification Tenderers must be a legally established company. Documentation: Tenderers registered in the Norwegian Register of Business Enterprises do not need to enclose documentation. The contracting authority will inspect the registration by using the organisation number provided in the tenderer's Mercell profile. For tenderers that are not registered in the above-mentioned register, the tenderer must provide certificates or confirmation of registration (equivalent to a company registration certificate) in a trade register or company register as described in the legislation in the country where the tenderer is established. The certificate must not be issued more than 6 months prior to the tender deadline.