Software supply services

Invitation to a market dialogue; case filing system

Stavanger municipality shall procure a user-friendly, modern and intuitive case filing system that covers the current need for archiving and at the same time facilitates future development in the archive sector. The municipality is inviting the market to a dialogue prior to the preparation and publication of the tender contest …

CPV: 48311000 Document management software package, 48311100 Document management system, 48329000 Imaging and archiving system, 72268000 Software supply services
Place of execution:
Invitation to a market dialogue; case filing system
Awarding body:
Stavanger kommune
Award number:
23/31770

Norway-Stavanger: Software supply services

2023/S 160-506228

Prior information notice

This notice is for prior information only

Services

Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1) Name and addresses
Official name: Stavanger kommune
National registration number: 964965226
Postal address: Postboks 8001
Town: STAVANGER
NUTS code: NO Norge
Postal code: 4068
Country: Norway
Contact person: Siri Loen
E-mail: siri.loen@stavanger.kommune.no
Telephone: +47 51507090
Internet address(es):
Main address: https://permalink.mercell.com/209965988.aspx
Address of the buyer profile: https://www.stavanger.kommune.no/
I.3) Communication
Additional information can be obtained from the abovementioned address
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services

Section II: Object

II.1) Scope of the procurement
II.1.1) Title:

Invitation to a market dialogue; case filing system

Reference number: 23/31770
II.1.2) Main CPV code
72268000 Software supply services
II.1.3) Type of contract
Services
II.1.4) Short description:

Stavanger municipality shall procure a user-friendly, modern and intuitive case filing system that covers the current need for archiving and at the same time facilitates future development in the archive sector. The municipality is inviting the market to a dialogue prior to the preparation and publication of the tender contest where the objective is to learn about the supplier market and the strategies that form the basis for the further development of future filing systems.

The needs for the new system(s) include daily filing of archival documents, political case processing, access processing, personnel files for employees in Stavanger municipality, processing of technical files in accordance with eByggesak and ePlansak, filing of child and pupil files and facilitate accessibility of documentation from previous case filing systems. The case filing system must be NOARK authorised, and we expect that the system is updated at all times on and in accordance with applicable laws, regulations and rules.

II.1.5) Estimated total value
Value excluding VAT: 30 000 000.00 NOK
II.1.6) Information about lots
This contract is divided into lots: no
II.2) Description
II.2.2) Additional CPV code(s)
48329000 Imaging and archiving system
48311000 Document management software package
48311100 Document management system
II.2.3) Place of performance
NUTS code: NO0A1 Rogaland
II.2.4) Description of the procurement:

The municipality wants a dialogue with suppliers who can deliver a system for all of the above listed requirements, as well as suppliers who have systems for parts of the requirements (single modules). Stavanger municipality wants to explore the market opportunity where the objective is to procure a modular case filing system.

The attached document contains more information on the planned market dialogue.

Tenderers are asked to give input on their desired date and time they would like to meet Stavanger municipality. This is down via Mercell in the communications tab. This tab is to be used for all communication on the market dialogue.

Time and place will be given according to the 'first come, first served principle', and Stavanger municipality will give and confirm times with suppliers.

At the request of the tenderer, the municipality may consider the possibility of a schedule a different time.

The meetings are held at Arkivenes Hus in Stavanger.

The deadline for registering participation in the dialogue meeting and submitting a written response to questions in the attached document is 31 August 2023 at 16:00. Registration for participation must be via the communication module in the Mercell tender management system.

All input will be treated confidentially until the tender contest is concluded. Assessment in accordance with the Freedom of Information Act.

The contracting authority emphasises that value is only an estimate and is therefore not binding.

II.2.14) Additional information
II.3) Estimated date of publication of contract notice:
08/01/2024

Section IV: Procedure

IV.1) Description
IV.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: no

Section VI: Complementary information

VI.3) Additional information:
VI.5) Date of dispatch of this notice:
17/08/2023