Public procurement notice: Contract Award Notice
Published: 2024-06-19
Buyer: Trondheim kommune
Country: NO
Region: NO060
Contract type: Services
Procedure: Negotiated with prior call for competition
CPV classification: 34100000 | 34110000: Passenger cars | 34130000: Motor vehicles for transport of goods | 48332000 | 50111000: Fleet management and maintenance services
Estimated value: 4400000 NOK
Submission deadline: 2026-03-31
Award criteria: quality, price

Technical requirements: Main contract and additional contracts A main contract shall be signed with one tenderer (the Main Contract), which is meant to cover the most important of the Contracting Authority's needs.  In addition additional agreements shall be signed with up to 5 tenderers (Additional contracts/ones) that are meant to cover needs that cannot be solved in the main contract. Both contracts include hourly hire (including 24 hour hire if the price of 24 hour hire is lower than the total price for the number of hours the rent will take place) The main agreement also includes monthly hires where the car is reserved the Contracting Authority in the core time (Monday - Friday, 08.00-16.00). The Contracting Authority can hire the vehicles at an agreed hourly rate outside the core time. None of these are planned from the start of the agreement, but the contracting authority would like to have an option for this if there are some units that would like such a system. See the attached tender documentation and annexes and the information in the Mercell portal for further details.
Trondheim municipality, hereafter called the Contracting Authority, invites tenderers to a tender contest for framework agreements for car sharing services. The objective of the agreements is to cover the contracting authority ́s need for occasional transport of their own employees in an environmentally friendly and cost efficient way, as well as to establish car sharing vehicles that are also available for the public and other businesses.
Tenderers shall, in annex 3 - Tender Form, describe the following:

Available vehicles in Trondheim municipality

How the tenderer shall monitor the Contracting Authority's use and adjust the number, type and placement of vehicles in dialogue with the Contracting Authority, so as to cover the Contracting Authority's needs.
Number, type and placement of vehicles at the start of the agreement.
Number, type and placement of vehicles after 1 month.

Ordering system:
User journey: how to book, execute and cancel the tenant
System for registering, changing and removing users
System for users who do not have a personal work telephone.
A system for documentation of abnormal wear and/or damage.
System for support
System/functionality for ongoing costs (e.g. charging/quick charging/fuel, toll money, parking etc.). 

The contracting authority will conduct a judgemental overall assessment of the responses on the above points. The reply that the Contracting Authority considers to be the best requirement fulfilment will achieve a maximum point score, whilst the remaining responses will be scored that reflect relevant differences to best responses.
Tenderers shall state the hourly rate and day rate in annex 3 , for passenger cars and goods vans, respectively. The prices shall cover all the costs in the agreement for the hourly hire. Ongoing costs, such as barriers, ferries, quick charging, damage etc., are in addition and invoiced as self-cost (without mark-up).  

If the day rate is lower than the sum of the hourly rate*, the number of hours the lease lasts, the 24 hour price shall be invoiced.  

The contracting authority will not accept any fees, in the form of invoice fees, environmental fees, administration fees etc. All duties or fees shall be taken into account and calculated in the tender price.

Hourly rate passenger car - weighted 70 %
Hourly rate goods van - weighted 20 %
24 hour contract passenger car - weighted 5 %
24 hour price goods van - weighted 5 %

Calculation of points on price. The lowest price will achieve a maximum score, whilst a point score will be given that reflects relevant differences in the price downwards for the other tenders. Points for the different prices will then be summed up and normalised to a total score for the criterion.
Tenderers in annex 3 - Tender Form shall state the monthly price for respectively passenger cars and goods vans. The monthly rate shall cover all costs for monthly hire in the agreement where the vehicle is reserved to the Contracting Authority Monday - Friday between 08:00 and 16:00. Costs for parking and electricity (charging in parking) and ongoing costs, such as barriers, ferries, fast charging, damage, parking and electricity (charging in the parking lot) are to be invoiced as a full cost.  

The contracting authority will not accept any fees, in the form of invoice fees, environmental fees, administration fees etc. All duties or fees shall be taken into account and calculated in the tender price.

Monthly price for passenger vehicle - weighted 70 %
Hourly rate beyond the core time passenger vehicle - weighted 5 %
Monthly price goods van - weighted 20 %
Hourly rate in accordance with the core time goods van - weighted 5 %

Calculation of points on price. The lowest price will achieve a maximum score, whilst a point score will be given that reflects relevant differences in the price downwards for the other tenders. Points for the different prices will then be summed up and normalised to a total score for the criterion.


Winner: Hyre AS
Number of bids: 13