Public procurement notice: Contract Notice
Published: 2025-10-01
Buyer: Patentstyret
Country: NO
Region: NO081
Contract type: Services
Procedure: Negotiated with prior call for competition
CPV classification: 48000000 | 48440000 | 48442000 | 48443000 | 48444000
Submission deadline: 2025-10-30
Award criteria: price, quality

Technical requirements: Is the tenderer himself or a person, who is a member of the tenderer's administration, management or supervisory body or has the competence to represent or control or make decisions in such bodies, in the event a enforceable verdict has been convicted of corruption by a verdict handed down not more than five years ago, or a rejection period determined directly in the judgement that still applies? Corruption as defined in Article 3 of the Convention on Combating Corruption, Involving European Communities or European Union Member States (EUT C 195 of 25.6.1997, s. 1), and in Article 2, point 1, in the Council ́s framework decision 2003/568/RIA of 22 July 2003 on combating corruption in the private sector (EUT L 192 of 31.7.2003,  p. 54). This rejection reason also includes corruption as defined in national law for the contracting authority or supplier.
Is the tenderer himself or a person, who is a member of the tenderer's administration, management or supervisory body or has the competence to represent or control or make decisions in such bodies, at the time a legally convicted of fraud has been convicted of fraud by a verdict handed down not more than five years ago, or a rejection period determined directly in the judgement that still applies? Fraud included in Article 1 of the Convention on protection of the Financial Interests of the European Communities (EFT C 316 of 27.11.1995, p. 48).
Is the tenderer himself or a person, who is a member of the tenderer's administration, management or supervisory body or has the competence to represent or control or make decisions in such bodies, in the event a legal verdict has been convicted of money laundering or financing terrorism by a verdict handed down no more than five years ago, or a rejection period set out directly in the judgement that still applies? Money laundering or financing terrorism As defined in Article 1 of the European Parliament and Council Directive 2005/60/EF of 26 October 2005 on preventive measures against the use of the financial system for money laundering and financing terrorism (EUT L 309 of 25.11.2005, p. 15).
Is the tenderer himself or a person, who is a member of the tenderer's administration, management or supervisory body or has the competence to represent or control or make decisions in such bodies, at the time a legally convicted verdict of participation in a criminal organisation by a verdict handed down no more than five years ago, or a rejection period set out directly in the judgement that still applies? Participation in a criminal organisation as defined in Article 2 of the Council ́s framework decision 2008/841/RIA of 24 October 2008 on control of organised crime (EUT L 300 of 11.11.2008, p. 42)
Is the tenderer himself or a person, who is a member of the tenderer's administration, management or supervisory body, or has the competence to represent or control or make decisions in such bodies, in the event a legal verdict has been convicted of acts of terrorism or criminal acts connected to terrorist activities by a verdict handed down no more than five years ago, or a rejection period set out directly in the judgement that still applies? Acts of terrorism or criminal acts relating to terrorist activity as defined in Article 1 and 3 of the Council ́s framework decision 2002/475/RIA of 13 June 2002 on combating terrorism (EFT L 164, af 22.6.2002, p. 3). This rejection reason also includes incitement to, participation or attempts to commit such actions as included in Article 4 in the mentioned framework decision.

Eligibility requirements: Demand:
Tenderers shall have a good and well-functioning quality assurance and management system for the services that shall be provided. Documentation requirement: 
Description and documentation of the quality assurance system.
If a tenderer is certified in accordance with ISO 9001 or equivalent standards, it is sufficient to submit a copy of a valid certificate.
Demand: 
Tenderers shall have good experience from assignments with a comparable value to this contract.

Documentation requirement: 
Tenderers shall fill in Annex 5 - References. 
All points in the reference list shall be completed with genuine information. At least 3 reference assignments must be completed. The references must not be older than 5 years. 

The references will be contacted if necessary.
Tenderers shall fill in Annex 4 - Price Form.

The prices shall include all the necessary costs for providing the service as described in the requirement specification.
The price will be evaluated as the total price for the contract period, based on the price lines in the price form.
Tenderers shall describe and document the following criteria in Annex 2 of SSA-L:
a) Functionality:

• To what degree the system can lookup in different systems based on criteria, e.g. look up in Unit4, if kid numbers are used; refer to the Norwegian Industrial Property Office ́s API, if the payment reference begins with XR, etc.
• To what degree the system offers AI/machine learning based proposals for reconciliations.
• Accessibility of interactive dashboards with visual analyses.
• Option to configure workflows and approval processes.
• Extent and maturity of ready made integrations with ERP systems (primarily Unit4).
• Support for integration with document archive (SharePoint, OneDrive).
• Single Sign-On (SSO) support via Azure AD or equivalent.
• Mobile adapted interface that ensures availability on different units.
Access to a report builder for tailored reports and options for periodical/automatic report dispatches.
• Option for live postings against open items in other systems (versus, for example, a separate copy of the customer ́s confidence with delayed updates).
During the negotiations the tenderer shall carry out a live-demo of the system ́s functionality as described in the must-requirements, as well as the above mentioned bullet points. 
b) Implementation and delivery:

- Time and milestone plan (realistic and detailed)
- Competence and experience in the tenderer's implementation team.
- Plan for training and user support when transitioning.
– Risk analysis and measures to reduce transition risk.

c) Security and privacy:

- Measures to ensure confidentiality, integrity and availability (CIA)
- Security in development and operation processes (DevSecOps)
- Stand-by, event handling and logging.
- Control of sub-suppliers
- Data export and annulment at the end of the agreement.
Patentstyret currently uses a reconcile system for payments that are well incorporated into the organisation's financial routines and support automated processes. The current system supplier will, however, wind down support for the system and a new system is therefore needed to be procured. The aim of this agreement is to ensure a new platform for accounting reconciliation and internal control that both continues the existing functionality and allows for improvements.