Public procurement notice: Contract Notice
Published: 2025-12-11
Buyer: Oslo kommune v/ Helseetaten
Country: NO
Region: NO081
Contract type: Services
Procedure: Open procedure
CPV classification: 72000000 | 72512000: Document management services | 85100000: Health services
Estimated value: 3000000 NOK
Submission deadline: 2026-01-23
Award criteria: price, quality

Technical requirements: Is the tenderer in a bankruptcy situation? Specify why, under the mentioned circumstances, one is able to carry out the contract, considering the current national provisions and measures for continuing the business activities? It is not necessary to provide this information if rejection of tenderers in such a situation is obligatory in accordance with the current national law with no exceptions, when the tenderer is still able to carry out the contract.
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 supplier in a situation where he has been forced debt arrangement? Specify why, under the mentioned circumstances, one is able to carry out the contract, considering the current national provisions and measures for continuing the business activities? It is not necessary to provide this information if rejection of tenderers in such a situation is obligatory in accordance with the current national law with no exceptions, when the tenderer is still able to carry out the contract.
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 combating organised crime (EUT L 300 of 11.11.2008, p. 42).
Has the tenderer entered into agreement(s) with other tenderers with the intention of turning the competition?

Eligibility requirements: The tenderer shall be a legally established company.
                Documentation requirements:
                Norwegian companies: Company Registration Certificate.

Foreign companies: Proof that the company is registered in a trade or business register as prescribed by the law of the country where the company is established.
Tenderers must have sufficient economic and financial capacity to be able to fulfil the contract.
                Documentation requirements:
                The company's last Annual Financial Statements including notes, the Board's Annual Report and Audit Report, as well as new information of relevance to the company's fiscal numbers. The contracting authority reserves the right to obtain credit appraisal on its own initiative.

If a tenderer has a justifiable reason (e.g. newly started company) of not submitting the documentation that the Contracting Authority has required, he can document his economic and financial capacity with any other document that the Contracting Authority deems suitable.
Tenderers shall have a relevant quality assurance system for the content of the contract.
                Documentation requirements:
                A description of the tenderer's quality assurance methods.

Alternatively: Certificate for the company's quality assurance system issued by independent bodies that confirms the tenderer fulfils certain quality assurance standards, for example ISO 9001:2015.
Tenderers shall have experience from equivalent assignments.
                Documentation requirements:
                Short description of the most important deliveries in the last three years, including information on the contract ́s value, date of delivery as well as the name of the contracting authority and a description of the assignment ́s content.
Price form - fill in annex 4 Annex 5 with the total price for the assignment.
As a part of the contract, there are requirements for zero emission vehicles when transporting records.
PURPOSE AND SCOPE

The Health Agency is Oslo municipality ́s agency for health. The dental health service - which is part of the Health Agency - offers dental services to different groups of the population, including children and adolescents, young adults, elderly people, long-term sick, people with mental disabilities and users of drugs. 

The Health Agency needs media conversion of the dental health service's patient records. There are approx. 102,000 patient journals from Oslo's public dental health service. There can be deviations from this estimate.  

The material is currently stored in temporary premises in Storgata in Oslo. Part of the archive is arranged and packed in archive boxes/moving boxes that are placed on large pallets. Some of the material is together with castings in plaster stored in archive cabinets. 

The aim of the media conversion is to replace paper based journals with fully fledged digital copies. After digitalisation and completed quality control, it shall be possible to make references in the material so that the originals on paper can be shredded. 

The digitalised journals shall be deposited at Oslo Byarkiv in accordance with the requirements set by the City Archive for digital archive material.