Prequalification procurement case/archive system for Nome and Midt Telemark municipalities 25/10878

Summary

Nome and Midt Telemark IKT are carrying out on behalf of Nome municipality and Midt Telemark municipality. The objective of the procurement is to enter into a contract for the procurement of a case and archive system. The procurement includes the complete delivery of a case and archive system, training as well as ongoing consultancy services for annual operation of the system. The procurement will be carried out in accordance with the Public Procurement Act of 17 June 2016 (LOA) and the Public Procurement Regulations (FOA) FOR 2016-08-12-974 parts I and part III. The contract will be awarded in accordance with the negotiated procedure after the prior notice, cf. § 13-1(2). The tender contest is initiated with a qualification phase. Only tenderers who fulfil the qualification requirements and who have been invited will be able to submit a tender. The contracting authority plans to invite five tenderers to submit tender offers. If more than five qualified tenderers submit requests for participation in the competition, the contracting authority will choose among these tenderers on the basis of the selection criteria. All invited tenderers will have their tenders evaluated. After the initial evaluation, the tenderers with the three best tenders will be invited to negotiations. Following the negotiations and any updated tenders, the final evaluation of the three tenders will be made and the contract will be awarded. Attention is defined that tenders that include significant deviations from the procurement documents shall be rejected in accordance with the Public Procurement Regulations § 24-8(1)b. The negotiations could apply to all sides of the tenders. The selection of who will be negotiated with will be made after an assessment of the award criteria in the requirement specifications cf. Annex 2, with the weighting stated there. Tenderers must therefore submit their best tender and cannot expect to be invited to negotiations. There will also be a reduction of the number of tender offers in connection with the negotiations. Negotiations will not be carried out if the contracting authority, after the tenders have been received, considers that negotiations are not appropriate. Corrections/clarifications will be made if needed. The contract period is valued at 7 years. Particular conditions are being considered here for both the purpose of the contract, investment costs and the users ́needs. This is a costly IT system that has a core function throughout the organisation, which requires time to be implemented in the organisation and will not be a system that will be procured within 5 years. The procurement will therefore be carried out with a time-limited contract, but a stipulated total contract value over 84 months is estimated to approx. NOK 15,000,000 excluding VAT.