Public procurement notice: Contract Notice
Published: 2016-06-16
Buyer: Bærum kommune
Country: NO
Region: Akershus
Contract type: Services
Procedure: Negotiated procedure
CPV classification: 48000000 | 72000000 | 72260000: Software-related services
Estimated value: 1000000 NOK
Submission deadline: 2016-08-08
Award criteria: The most economic tender

Technical requirements: Bærum kommune shall procure a new deviation system. The objective of the procurement is to get a process based and user-friendly deviation system that ensures the municipality captures, follows up and learns from deviations as well as assist in the development of better services and working environment. Both the municipality's employees, inhabitants, collaborating partners and suppliers should be able to register deviations through the system. The deviation system shall replace the municipality's current solution and discipline specific deviation systems.
The deviation system should facilitate the municipality's fulfilment of legal and regulatory requirements for deviation processes, and compulsory requirements for deviation processing, including the requirement in the internal control regulation, The Personal Data Act, The Health Register Act and in any other relevant legislation.
The solution shall meet all of the applicable requirements for information security set in the Personal Data Act with regulations.
o Portal on the internet for reporting of deviation and improvement suggestions from the residents, collaborating partners, suppliers etc. (external parties).
o Form for reporting of deviations and improvement suggestions from employees as well as a solution for processing of reported deviations.
— Remote access shall ensure personal information protection and that any confidential information is not compromised.
— The deviation system shall be facilitated so that deviation from an external party can be handled by the correct end-user department.
— The deviation system shall be based on market-based software that is already in use by other customers, i.e. ‘off the shelf’.
— The tenderer shall offer the necessary assistance in connection with installation, testing and training.
The Contracting Authority intends to enter into contract for procurement and implementation of the deviation system and associated agreement for maintenance and service. The terms of the agreement will be regulated by the State Standard Agreements SSA-K (the purchasing agreement) and SSA-V (the maintenance agreement), both in version 2015. A data processing agreement shall be signed.
The start-up date for SSA-V is ‘delivery day’ pursuant to SSA-K. SSA-V applies for 3 years calculated from the start-up date. Thereafter the agreement renew automatically for 1 year at a time in the system's lifetime, unless it is terminated, and assuming there are no other suppliers of maintenance found in the market, cf. SSA-V point 4.1 about duration and termination. The system's life time is expected to be approx. 10 years.
The agreements will i.a. include implementation, training, consulting services, service and maintenance and any integrations.
The estimated total value of the procurement with an anticipated lifetime for the solution of 10 years is 1 000 000 NOK  —  5 000 000 NOK.
A certificate for tax and VAT issued by either the local tax office or the tax collection office where the tenderer's head office is located. The certificate can be obtained from Altinn.no
—Norwegian tenderers who are not VAT obliged must provide confirmation of this from the Norwegian tax authorities.

Eligibility requirements: Requirement 1 — Tax certificates. The tenderer's tax and VAT payments shall be in order. Documentation requirement: — Tax and VAT certificates A certificate for tax and VAT issued by either the local tax office or the tax collection office where the tenderer's head office is located. The certificate can be obtained from Altinn.no The certificates shall not be older than six months, from expiry of the tender deadline. —Norwegian tenderers who are not VAT obliged must provide confirmation of this from the Norwegian tax authorities. — Foreign tenderers must submit certificates from authorities equivalent to the Norwegian authorities. Requirement 2 — Company registration certificate. The interested party shall document that the enterprise is legally established. Documentation requirement: — Norwegian companies: Company Registration Certificate; — Foreign companies: Verification that the company is registered in a trade index or business register as prescribed by the law of the country in which the company is established. Requirement 3 — Finances. The tenderer is required to be financially solvent, which gives the contracting authority the security that the tenderer will be financially viable throughout the period of the agreement. The credit worthiness that will form the basis for qualification for this competition is risk class 5 (credit worthy) or AN (newly established company). Documentation Requirement: — Extended credit rating/report, not older than 3 months, from a publicly certified credit rating company, which includes a credit rating of the tenderer — typically given by a letter or brief text, as well as an explanation of these. The report shall be based on the last known accounting figures. The date must be clear. If the tenderer has valid reasons for not being able to provide the documentation requested by the Contracting Authority, the tenderer can prove the economic and financial position with any other document that the Contracting Authority deems suitable. Requirement 4 — Implementation ability. Tenderers are required to have an organisation that has the capacity to fulfil the contract. Documentation requirement: — A description of the tenderer's technical personnel or technical units the tenderer has access to in order to fulfil the contract, regardless of whether they belong to the company or not. and — A statement of the tenderer's average workforce and the number of employees in the administrative management during the last 3 years. Requirement 5 — Experience. Experience from equivalent assignments in the last three years is required. By ‘equivalent assignment’ we mean delivering of deviation systems to large public or private organisations. Documentation requirement: — List of the most important deliveries performed during the last three years, including information about the value, time, and the name of the public or private recipients with contact information for any reference collection. Requirement 6 — Quality Management System. A good and well-functioning quality management system is required for the requested services The concept of a quality management system is that i.a., the tenderer has a awareness of quality objectives, planning, securing, handling of deviations and quality improvement. Documentation requirement: — Copy of a quality management certificate in accordance with the requirements in ISO 9001:2008 or equivalent. or — Account of the tenderer's quality management system.
Requirement 3 — Finances. The tenderer is required to be financially solvent, which gives the contracting authority the security that the tenderer will be financially viable throughout the period of the agreement. The credit worthiness that will form the basis for qualification for this competition is risk class 5 (credit worthy) or AN (newly established company). Documentation Requirement: — Extended credit rating/report, not older than 3 months, from a publicly certified credit rating company, which includes a credit rating of the tenderer — typically given by a letter or brief text, as well as an explanation of these. The report shall be based on the last known accounting figures. The date must be clear. If the tenderer has valid reasons for not being able to provide the documentation requested by the Contracting Authority, the tenderer can prove the economic and financial position with any other document that the Contracting Authority deems suitable.
Requirement 4 — Implementation ability. Tenderers are required to have an organisation that has the capacity to fulfil the contract. Documentation requirement: — A description of the tenderer's technical personnel or technical units the tenderer has access to in order to fulfil the contract, regardless of whether they belong to the company or not. and — A statement of the tenderer's average workforce and the number of employees in the administrative management during the last 3 years. Requirement 5 — Experience. Experience from equivalent assignments in the last three years is required. By ‘equivalent assignment’ we mean delivering of deviation systems to large public or private organisations. Documentation requirement: — List of the most important deliveries performed during the last three years, including information about the value, time, and the name of the public or private recipients with contact information for any reference collection. Requirement 6 — Quality Management System. A good and well-functioning quality management system is required for the requested services The concept of a quality management system is that i.a., the tenderer has a awareness of quality objectives, planning, securing, handling of deviations and quality improvement. Documentation requirement: — Copy of a quality management certificate in accordance with the requirements in ISO 9001:2008 or equivalent. or — Account of the tenderer's quality management system.