Public procurement notice: Contract Notice
Published: 2018-08-22
Buyer: Trondheim kommune
Country: NO
Contract type: Services
Procedure: Competitive procedure with negotiation
CPV classification: 48311000 | 48311100 | 72212311 | 72220000: Systems and technical consultancy services | 72224100: Systems implementation planning services
Submission deadline: 2018-09-21
Award criteria: The most economic tender

Technical requirements: The current combined case and archive system ESA will be phased out by 1.1.2020. The contracting authority needs to ensure good IT support for case management, so that Trondheim municipality can execute case management for inhabitants and for others in the municipality properly, efficiently and with high quality.
The Contracting Authority will procure a case management system with support for the following processes:
Integrations will be important in a new system, in order to handle known standards and joint components, such as retrieving data from the National Register and the Central Coordinating Register for Legal Entities, KS SvarUT and GI services, and to have the option to extract/add data via our interface (where national standards cannot be used).
The system must contribute to the municipality living up to its principles for IT support for case management:
The case management system must put the user in focus, the system must appear as simple and intuitive to use and the user interface must be flexible. The case manager's focus must be on professional assessments.
A total assessment of the needs the project has identified, shows that a new system must support a good overview, a contextual overview of the case, actors, actions, deadlines, changes and the process that the case is entering. It is particularly important to have a clear and user-friendly process with a good structure for documentation design. At the same time, there is also a clear need for good support for co-writing.
The project has gathered needs from internal users, external contacts and inhabitants. These needs, together with the process map, the Principles for IT support for case processing and NOARK 5, form the basis for the requirements for the new system.
The contracting authority expects that the use of the new case management system will, over time, largely depend on how good the future system meets the users' needs, as well as the price model for using the system. We have observed that several trade units in the municipality have chosen trade specific case management systems due to a lack of functionality in the current system. At the same time the Contracting Authority is following the developments in platform system in the market, as regards case management functionality and new options for flexibility. The combination of this means that the Contracting Authority expects the number of users of the new case management system will increase at the start, but could go down in the long term.
Documentation: Norwegian organisations shall submit a Company Registration Certificate. Foreign companies shall present proof that the tenderer is registered in a company register or trade register in the state where the tenderer is established.
The Contracting Authority requires that the tenderer's wages and working conditions are in accordance with generally applicable wage agreements or nationwide wage agreements for the appropriate area covered by the contract. Tenderers shall enclose a self-declaration confirming that wages and working conditions are in accordance with the generally applicable tariff agreements, see Annex 1, the Tender letter. Tenderers and relevant subsuppliers shall, when requested in the contract period, document the wages and working conditions of employees who contribute to fulfil the contract. The Contracting Authority reserves the right to impose requisite sanctions if the tenderer or any subsuppliers do not comply with the contractual clause on wages and working conditions.

Eligibility requirements: Requirement: Tenderers shall be a legally established company. Documentation: Norwegian organisations shall submit a Company Registration Certificate. Foreign companies shall present proof that the tenderer is registered in a company register or trade register in the state where the tenderer is established.