Procurement of an archive module for an Adult and Refugee for Lillehammer municipality.

Lillehammer Learning Centre currently has a paper based archive for two trade systems from Visma; one for refugee services and one for adult education. The manual handling of personal information involves a risk of mistreatment, insufficient record keeping and breaches of access and traceability requirements. This represents both legal and …

CPV: 48000000 Ohjelmatuotteet ja tietojärjestelmät
Teloituspaikka:
Procurement of an archive module for an Adult and Refugee for Lillehammer municipality.
Myöntävä elin:
IKOMM AS
Myöntämisnumero:
313

1. Buyer

1.1 Buyer

Official name : IKOMM AS
Legal type of the buyer : Organisation awarding a contract subsidised by a regional authority
Activity of the contracting authority : General public services

2. Procedure

2.1 Procedure

Title : Procurement of an archive module for an Adult and Refugee for Lillehammer municipality.
Description : Lillehammer Learning Centre currently has a paper based archive for two trade systems from Visma; one for refugee services and one for adult education. The manual handling of personal information involves a risk of mistreatment, insufficient record keeping and breaches of access and traceability requirements. This represents both legal and operational risks, at the same time as contributing to inefficient work flow and increased vulnerability in personnel absences. To correct this and ensure statutory archiving obligation, as well as to establish a more robust and efficient document management, a project has been established to introduce electronic archives connected to the trade systems. The chosen system is Visma Samhandling og Arkiv (VSA), which is technically facilitated for seamless integration with the existing Visma trade systems. The system meets the current requirements for digital archiving, security and availability. A renegotiation of the current operations contract with Visma shall also be carried out as a part of the project, so that this includes the new archive module. IKOMM AS is the contracting authority for the procurement and will also see to the operation and administration of the system on behalf of Lillehammer municipality. The project is assessed as necessary to: * Ensure compliance with the Archives Act and the GDPR * Reduce the risk of mistreatment of personal data * Make the document flow more efficient and retrieval * Strengthen internal control and legal security The procurement is, therefore, both required and appropriate, and is assessed as an important measure to fulfil the municipality ́s obligations and improve the service quality.
Procedure identifier : 5e7110d7-bbd4-4bbd-bac6-b91880f5d052
Internal identifier : 313
Type of procedure : Negotiated without prior call for competition

2.1.1 Purpose

Main nature of the contract : Supplies
Main classification ( cpv ): 48000000 Software package and information systems

2.1.4 General information

Legal basis :
Directive 2014/24/EU

5. Lot

5.1 Lot technical ID : LOT-0001

Title : Procurement of an archive module for an Adult and Refugee for Lillehammer municipality.
Description : Lillehammer Learning Centre currently has a paper based archive for two trade systems from Visma; one for refugee services and one for adult education. The manual handling of personal information involves a risk of mistreatment, insufficient record keeping and breaches of access and traceability requirements. This represents both legal and operational risks, at the same time as contributing to inefficient work flow and increased vulnerability in personnel absences. To correct this and ensure statutory archiving obligation, as well as to establish a more robust and efficient document management, a project has been established to introduce electronic archives connected to the trade systems. The chosen system is Visma Samhandling og Arkiv (VSA), which is technically facilitated for seamless integration with the existing Visma trade systems. The system meets the current requirements for digital archiving, security and availability. A renegotiation of the current operations contract with Visma shall also be carried out as a part of the project, so that this includes the new archive module. IKOMM AS is the contracting authority for the procurement and will also see to the operation and administration of the system on behalf of Lillehammer municipality. The project is assessed as necessary to: * Ensure compliance with the Archives Act and the GDPR * Reduce the risk of mistreatment of personal data * Make the document flow more efficient and retrieval * Strengthen internal control and legal security The procurement is, therefore, both required and appropriate, and is assessed as an important measure to fulfil the municipality ́s obligations and improve the service quality.
Internal identifier : 352

5.1.1 Purpose

Main nature of the contract : Supplies
Main classification ( cpv ): 48000000 Software package and information systems

5.1.6 General information

Procurement Project not financed with EU Funds.
The procurement is covered by the Government Procurement Agreement (GPA) : yes

5.1.15 Techniques

Framework agreement :
No framework agreement
Information about the dynamic purchasing system :
No dynamic purchase system

5.1.16 Further information, mediation and review

Review organisation : Vestre Innlandet tingrett -
Organisation providing additional information about the procurement procedure : IKOMM AS -

6. Results

Value of all contracts awarded in this notice : 900 000 Norwegian krone
Direct award :
Justification for direct award : Certain cases of non-contractual nature
Other justification : In order to ensure statutory archiving, reduce risk and make the work flow more efficient, a digital archive module shall be procured. The chosen system is Visma Samhandling og Arkiv (VSA), which is the only product that can be integrated directly with the current trade system from Visma without creating deviations in the system portfolio, operation or data quality. The procurement will be carried out as a direct procurement pursuant to the Public Procurement Regulations (FOA) § 13-4 letter b, which allows for a direct procurement when: > "the service for technical reasons can only be provided by a specific supplier." There is a technical and functional monopoly situation, as Visma Interaction and Archive (VSA) is the only available module that fully supports integration with the existing professional system. Alternative archiving solutions will require expensive and risky development of adaptations or replacement of the entire trade system, which would not be proportional to the need. As a part of the project, the existing contract with Visma shall also be renegotiated in order to ensure updated licence and price terms, as well as establish routines for invoice control based on the actual pupil and user basis.

6.1 Result lot ldentifier : LOT-0001

6.1.2 Information about winners

Winner :
Official name : Visma Enterprise AS
Tender :
Tender identifier : 44a09914-adde-4d9b-a98c-4aa56780d34d
Identifier of lot or group of lots : LOT-0001
Contract information :
Identifier of the contract : 27b99027-f8e7-416f-bd03-4decd190147d

8. Organisations

8.1 ORG-0001

Official name : IKOMM AS
Registration number : 991335846
Postal address : Fakkelgården, Vormstuguvegen 40
Town : LILLEHAMMER
Postcode : 2624
Country subdivision (NUTS) : Innlandet ( NO020 )
Country : Norway
Contact point : Karl Erik Steinbakk
Telephone : +47 61050605
Internet address : https://ikomm.no/
Buyer profile : https://ikomm.no/
Roles of this organisation :
Buyer
Organisation providing additional information about the procurement procedure

8.1 ORG-0002

Official name : Vestre Innlandet tingrett
Registration number : 926723758
Postal address : Postboks 69
Town : Gjøvik
Postcode : 2801
Country subdivision (NUTS) : Oslo ( NO081 )
Country : Norway
Telephone : +47 61020200
Roles of this organisation :
Review organisation

8.1 ORG-0003

Official name : Artifik AS
Registration number : 925364967
Postal address : Stortingsgata 12
Town : Oslo
Postcode : 0161
Country subdivision (NUTS) : Oslo ( NO081 )
Country : Norway
Telephone : +47 46630107
Internet address : https://artifik.no
Roles of this organisation :
Procurement service provider

8.1 ORG-0004

Official name : Visma Enterprise AS
Registration number : 982410339
Postal address : Karenslyst allé 56
Town : Oslo
Postcode : 0277
Country subdivision (NUTS) : Innlandet ( NO020 )
Country : Norway
Telephone : +47 46404000
Roles of this organisation :
Tenderer
Winner of these lots : LOT-0001
Notice information
Notice identifier/version : c1172e00-090c-4638-99f5-7968b4e15232 - 01
Form type : Direct award preannouncement
Notice type : Voluntary ex-ante transparency notice
Notice dispatch date : 09/05/2025 05:07 +00:00
Languages in which this notice is officially available : English
Notice publication number : 00306799-2025
OJ S issue number : 91/2025
Publication date : 13/05/2025