Public procurement notice: Contract Notice
Published: 2025-05-19
Buyer: Ålesund kommune
Country: NO
Region: NO0A3
Contract type: Services
Procedure: Open procedure
CPV classification: 48000000 | 48100000 | 48400000 | 48440000 | 48441000
Estimated value: 25000000 NOK
Submission deadline: 2025-06-17
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 must have their tax, payroll tax and VAT payments in order in accordance with the legal provisions and the tenderer must not have significant arrears.

Any arrears or other irregularities must be justified.

Documentation requirement:

Tenderers shall document the requirement through the certificate "Information on tax and duties". The certificate shall be of the type "RF-1507" and not "RF-1316".

Tenderers order this in Altinn on behalf of their company. When ordering it is important that Ålesund municipality is stated as a copy recipient, so that the contracting authority gets a copy of the certificate directly from Altinn.

Read about the certificate here: https://www.skatteetaten.no/skjema/opplysninger-om-skatt-og-avgift/
Demand:

Tenderers must have the financial capacity to execute the contract.

The tenderer is required to be credit worthy, minimum A, in accordance with Dun & Bradstreet ́s service riskguardian suite (https://riskguardian.bisnode.no), or have the financial capacity to execute the contract based on the contracting authority ́s discretion.

Documentation requirement:

The Contracting Authority will carry out their own assessment of the supplier's finances through RiskGuardian Suite. Tenderers can enclose other necessary information if they believe that RiskGuardian Suite does not provide a correct picture of the financial situation.

The RiskGuardian Suite service includes all Nordic countries. As a general rule, the Contracting Authority will not accept credit ratings from other company and accounting information systems than RiskGuardian Suite due to equal treatment of the tenderers. Foreign tenderers outside the Nordic countries will, however, use and accept credit appraisal through Dun & Bradstreet ́s service Credit (https://credit.dnb.com/).

Tenderers that the contracting authority cannot find a RiskGuardian Suite (or Credit for suppliers outside the Nordic countries), e.g. newly established tenderers who have not built up a basis for a credit rating, must enclose a declaration/guarantee from a parent company/owner/bank or similar financing institutions, regarding the company's financial and economic position.
Demand: 

The tenderer is required to have experience from at least 1 equivalent assignment in the last 3 years. Equivalent assignments mean delivering a pre-system for invoicing municipal duties to a municipality with more than 20,000 inhabitants.

Documentation requirement:

Completed annex "The Tenderer's experience" or other document with equivalent information (max. 2 A4 pages).
Orientation:

Tenderers shall fill in the attached price form in their cost calculations and submit it as an annex to the tender in Excel format. All fields in the attached price form marked with yellow shall be completed. Missing the price fields can cause difficulties in assessing the tender and the tender can then be rejected.

All prices are in NOK, excluding VAT, including all direct or indirect expenses and duties that could be incurred in connection with the delivery. Order fees and invoice fees are to be seen as expenses. The prices shall include all costs for the customer who is included in this competition. Costs that the tenderer knows will be incurred, but that are not specifically stated in the tender, will be seen as included in the stated costs.

Evaluation:

When assessing the price, a hybrid model with break point 1 will be used. The attached template for the evaluation model is attached. 

The tenderer ́s total points for this award criteria is weighted with the award criteria ́s weighting percentage.
Orientation:

The award criteria Quality will be assessed on the basis of fulfilment of the A and B requirements in the requirement specification. The requirements are weighted as follows in the quality assessment:

A requirement 70%

B requirement 30%

Evaluation:

The tenderer ́s description of how the requirements are fulfilled will form the basis for the evaluation. The contracting authority will assess:

To what degree the tenderer ́s system meets the set requirements (A and B requirements) both functionally and qualitatively.

Functionality: How well the systems cover the need, including efficiency, flexibility and technical qualities.

User friendliness: How simple and intuitive the systems will be for final users and executive officers.

Detailed level and quality of the descriptions, including how concrete, precise and relevant the tenderer ́s account is.

Documentation of how the proposed system meets the requirements, with any illustrations or examples.

The best solution will be awarded the highest score (10 points). Other tenders will be ranked and awarded points relative to the best system.

Missing descriptions, vague or general statements without a documented system, or a lack of fulfilment of requirements, can lead to a lower score.
Orientation: 

The contracting authority would like tenderers to reply to the following use cases, preferably with a video describing the processes.

1. Creating a new property

Scenario: The municipality receives notification of new property going into the fee system.

Process:

How to create a new agreement.

How to send a one-time fee for water and sewage connection.

How to register ongoing charges (water and sewage in accordance with bra).

Evaluation: The system ́s ability to handle and streamline manual registration and automation from cadastral can be assessed here.

2. Installation of water meters

Scenario: A customer has installed water meters.

Process:

Registration of water meters and water meter contact.

Collection of mobile numbers from the contact register.

Option to enter another mobile number.

Evaluation: Assessed according to functionality and user friendliness connected to notification, data capture and registration, including communication and integration with the contact register and any SMS system.

3. Completion of area based fee

Scenario: The customer shall go from area based fee to advance payment.

Process:

How to end the fee per BRA.

How to post advance payments for water and sewage.

Evaluation: The system ́s ability to support flexible invoicing structure and user support for alterations is assessed.

4. Address Changes

Scenario: The contracting authority will be notified of a change of address.

Process:

How addresses are updated and maintained.

Evaluation: Functionality for updating based on land register data and any automation will be weighted.

5. Home crossings

Scenario: There is a change of owner on a property.

Process:

How the transition is registered and handled in the system.

Evaluation: The system ́s ability to capture and process home transitions, as well as any history/logging will be assessed.

6. SMS sending

Scenario: The municipality sends SMS to the customer.

Process:

How sms is sent.

How messages are logged and documented.

Evaluation: Assessed on user friendliness, logging and the system's integration with message systems such as SvarUT.

7. Letter writing and archive.

Scenario: The executive officer sends letters from the system.

Process:

How letter writing is connected in different modules to the case system (e.g. Acos Websak Fokus).

Evaluation: Emphasis will be placed on user friendliness and traceability, as well as integration and support for archiving.
Orientation: 

The contracting authority would like tenderers to contribute to a successful migration from ISY ProAktiv and Cubit to the new system and ensure an efficient implementation based on experience and best practice.

Tenderers shall submit a detailed implementation plan, with the following milestones and progress:

1. Implementation plan and milestones

Tenderers shall submit a detailed implementation plan with the following milestones:

Start-up and collaboration:

Cooperation will start immediately after the contract has been signed and at the latest 15 May 2025.

By 1 June 2025 the tenderer shall provide access to a test base with transferred data from ISY ProAktiv.

Testing and data integration:

Testing the import of test files: Sweeping fees, Attvin and test file for Visma.

Parallel operations with ProActive until the new system is ready for production.

Transition to a new system:

The last invoicing in ProAktiv will be carried out for 3rd term (approx. 25 August 2025).

The new system will be used from 1 September 2025 before invoicing the 4th term in October.

Completion and startup:

Implementation and testing shall be completed by 1 October 2025.

Invoicing in the new system must be operative by 20 October 2025.

2. E-Learning:

Describe available solutions for e-learning as a supplement or alternative to physical training.

Evaluation:
The evaluation of this criteria will be based on a procurement assessment of the quality of the tenderer ́s description of the implementation plan, start-up approach and training system.
The contracting authority uses the exclusionary provision in the PPR § 7-9 fifth section and does not weight climate and environmental considerations in accordance with the second section. The contract is assessed to have a climate footprint and an immaterial environmental impact, and this is justified below.

Grounds:
The object of the procurement is a cloud based ICT system that is offered as a service contract. The delivery will mainly occur digitally and does not include physical goods transport, production or demanding resources.

All meetings are preferably held digitally, and any physical journeys will be very limited and regulated in accordance with the principle of the lowest possible environmental impact. Insignificant climate footprint and environmental impact are therefore expected as a result of this procurement.

This is considered to be in accordance with current practices for procurements of pure cloud services and software without physical installation or extensive logistics.
The contracting authority would like to use this procurement to enter into a contract with a tenderer for a pre-system for municipal fees, property taxes and property fees.

The foresystem shall be a total system and include systems/modules for handling the following invoice basis for municipal services:

Water and sewage fees with water meters.
Water and sewage fees without water meters.
Waste management fees from Attvin
Sludge charge from Attvin
Property tax
Authority, annual fee inspection inspection authority (oil and fat traps and scattered emissions)
Sweeping inspection fees
Anywhere within the municipal borders of the participating municipalities:

Ålesund municipality 
Haram Municipality