Prequalification: Procurement of a system for reconcile payments and handling deviations.

Patentstyret currently uses a reconcile system for payments that are well incorporated into the organisation's financial routines and support automated processes. The current system supplier will, however, wind down support for the system and a new system is therefore needed to be procured. The aim of this agreement is to …

CPV: 66000000 Financijske i osigurateljne usluge, 48000000 Programski paketi i informacijski sustavi, 48440000 Programski paket za financijsku analizu i računovodstvo, 48442000 Programski paket za financijske sustave, 48443000 Programski paket za računovodstvo, 48444000 Računovodstveni sustav
mjesto izvršenja:
Prequalification: Procurement of a system for reconcile payments and handling deviations.
registar:
Patentstyret
nagradni broj:
2025/561

1. Buyer

1.1 Buyer

Official name : Patentstyret
Legal type of the buyer : Public undertaking
Activity of the contracting authority : General public services

2. Procedure

2.1 Procedure

Title : Prequalification: Procurement of a system for reconcile payments and handling deviations.
Description : Patentstyret currently uses a reconcile system for payments that are well incorporated into the organisation's financial routines and support automated processes. The current system supplier will, however, wind down support for the system and a new system is therefore needed to be procured. The aim of this agreement is to ensure a new platform for accounting reconciliation and internal control that both continues the existing functionality and allows for improvements.
Procedure identifier : 407f90ed-a35d-4107-89ea-65efec577bb2
Internal identifier : 2025/561
Type of procedure : Negotiated with prior publication of a call for competition / competitive with negotiation
The procedure is accelerated : no
Main features of the procedure : Patentstyret currently uses a reconcile system for payments that are well incorporated into the organisation's financial routines and support automated processes. The current system supplier will, however, wind down support for the system and a new system is therefore needed to be procured. The aim of this agreement is to ensure a new platform for accounting reconciliation and internal control that both continues the existing functionality and allows for improvements. Tenderers shall deliver a reconciliation system that includes: implementation and configuration necessary adaptation and integrations training and user support operation and maintenance unexpected further development.

2.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 66000000 Financial and insurance services
Additional classification ( cpv ): 48000000 Software package and information systems
Additional classification ( cpv ): 48440000 Financial analysis and accounting software package
Additional classification ( cpv ): 48442000 Financial systems software package
Additional classification ( cpv ): 48443000 Accounting software package
Additional classification ( cpv ): 48444000 Accounting system

2.1.2 Place of performance

Country subdivision (NUTS) : Oslo ( NO081 )
Country : Norway

2.1.4 General information

Legal basis :
Directive 2014/24/EU
Anskaffelsesforskriften - Patentstyret has a reconciliation system for payments that are incorporated into the organisation's financial routines and support automated processes. The current system supplier will, however, wind down support for the system and a new system is therefore needed to be procured.

2.1.6 Grounds for exclusion

Sources of grounds for exclusion : Notice
Corruption : 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.
Fraud : 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 of fraud has been convicted of fraud by a verdict handed down not more than five years ago, or a rejection period determined directly in the judgement that still applies? Fraud included in Article 1 of the Convention on protection of the Financial Interests of the European Communities (EFT C 316 of 27.11.1995, p. 48).
Money laundering or terrorist financing : 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 legal verdict has been convicted of money laundering or financing terrorism by a verdict handed down no more than five years ago, or a rejection period set out directly in the judgement that still applies? Money laundering or financing terrorism As defined in Article 1 of the European Parliament and Council Directive 2005/60/EF of 26 October 2005 on preventive measures against the use of the financial system for money laundering and financing terrorism (EUT L 309 of 25.11.2005, p. 15).
Participation in a criminal organisation : 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 control of organised crime (EUT L 300 of 11.11.2008, p. 42)
Terrorist offences or offences linked to terrorist activities : 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 legal verdict has been convicted of acts of terrorism or criminal acts connected to terrorist activities by a verdict handed down no more than five years ago, or a rejection period set out directly in the judgement that still applies? Acts of terrorism or criminal acts relating to terrorist activity as defined in Article 1 and 3 of the Council ́s framework decision 2002/475/RIA of 13 June 2002 on combating terrorism (EFT L 164, af 22.6.2002, p. 3). This rejection reason also includes incitement to, participation or attempts to commit such actions as included in Article 4 in the mentioned framework decision.
Child labour and including other forms of trafficking in human beings : 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 legal verdict has been convicted of child labour and other forms of human trafficking by a verdict handed down no more than five years ago, or a rejection period determined directly in the judgement that still applies? Child labour and other forms of human trafficking as defined in Article 2 of the European Parliament and council directive 2011/36/EU of 5. 1 April 2011 on the prevention and control of human trafficking and the protection of its victims and for compensation of the Council ́s framework decision 2002/629/RIA (EUT L 101 of 15.4.2011, p. 1).
Breaching of obligations set under purely national exclusion grounds : The contracting authority shall state that in Norway there are national rejection reasons. These shall be described in the procurement documents. Tenderers must respond to whether they are in one or more of the situations described in the national rejection reasons. Will the purely national rejection reasons, as stated in the relevant notice or in the procurement documents, apply?
Breaching obligation relating to payment of social security contributions : Have tenderers failed to fulfil all their social security obligations in the country where they are established and in their member state, if this is a different country than what he is established in?
Breaching obligation relating to payment of taxes : Has the tenderer not fulfilled his tax and duty obligations in the country in which he is established, and in the contracting authority's member state, if this is a different country than what he is established in?

5. Lot

5.1 Lot technical ID : LOT-0000

Title : Prequalification: Procurement of a system for reconcile payments and handling deviations.
Description : Patentstyret currently uses a reconcile system for payments that are well incorporated into the organisation's financial routines and support automated processes. The current system supplier will, however, wind down support for the system and a new system is therefore needed to be procured. The aim of this agreement is to ensure a new platform for accounting reconciliation and internal control that both continues the existing functionality and allows for improvements.
Internal identifier : 2025/561

5.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 66000000 Financial and insurance services
Additional classification ( cpv ): 48000000 Software package and information systems
Additional classification ( cpv ): 48440000 Financial analysis and accounting software package
Additional classification ( cpv ): 48442000 Financial systems software package
Additional classification ( cpv ): 48443000 Accounting software package
Additional classification ( cpv ): 48444000 Accounting system

5.1.2 Place of performance

Country subdivision (NUTS) : Oslo ( NO081 )
Country : Norway
Additional information :

5.1.3 Estimated duration

Duration : 36 Month

5.1.6 General information

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

5.1.9 Selection criteria

Sources of selection criteria : Notice
Criterion : Measures for ensuring quality
Description : Demand: Tenderers shall have a good and well-functioning quality assurance and management system for the services that shall be provided. Documentation requirement: Description and documentation of the quality assurance system. If a tenderer is certified in accordance with ISO 9001 or equivalent standards, it is sufficient to submit a copy of a valid certificate.
The criteria will be used to select the candidates to be invited for the second stage of the procedure
Criterion : References on specified deliveries
Description : Demand: Tenderers shall have good experience from assignments with a comparable value to this contract. Documentation requirement: Tenderers shall fill in Annex 5 - References. All points in the reference list shall be completed with genuine information. At least 3 reference assignments must be completed. The references must not be older than 5 years. The references will be contacted if necessary.
The criteria will be used to select the candidates to be invited for the second stage of the procedure
Information about the second stage of a two-stage procedure :
Minimum number of candidates to be invited for the second stage of the procedure : 3
Maximum number of candidates to be invited for the second stage of the procedure : 5
The procedure will take place in successive stages. At each stage, some participants may be eliminated
The buyer reserves the right to award the contract on the basis of the initial tenders without any further negotiations

5.1.10 Award criteria

Criterion :
Type : Price
Name : Price
Description : Tenderers shall fill in Annex 4 - Price Form. The prices shall include all the necessary costs for providing the service as described in the requirement specification. The price will be evaluated as the total price for the contract period, based on the price lines in the price form.
Category of award threshold criterion : Weight (percentage, exact)
Award criterion number : 30
Criterion :
Type : Quality
Name : Quality
Description : Tenderers shall describe and document the following criteria in Annex 2 of SSA-L: a) Functionality: • To what degree the system can lookup in different systems based on criteria, e.g. look up in Unit4, if kid numbers are used; refer to the Norwegian Industrial Property Office ́s API, if the payment reference begins with XR, etc. • To what degree the system offers AI/machine learning based proposals for reconciliations. • Accessibility of interactive dashboards with visual analyses. • Option to configure workflows and approval processes. • Extent and maturity of ready made integrations with ERP systems (primarily Unit4). • Support for integration with document archive (SharePoint, OneDrive). • Single Sign-On (SSO) support via Azure AD or equivalent. • Mobile adapted interface that ensures availability on different units. Access to a report builder for tailored reports and options for periodical/automatic report dispatches. • Option for live postings against open items in other systems (versus, for example, a separate copy of the customer ́s confidence with delayed updates). During the negotiations the tenderer shall carry out a live-demo of the system ́s functionality as described in the must-requirements, as well as the above mentioned bullet points. b) Implementation and delivery: - Time and milestone plan (realistic and detailed) - Competence and experience in the tenderer's implementation team. - Plan for training and user support when transitioning. – Risk analysis and measures to reduce transition risk. c) Security and privacy: - Measures to ensure confidentiality, integrity and availability (CIA) - Security in development and operation processes (DevSecOps) - Stand-by, event handling and logging. - Control of sub-suppliers - Data export and annulment at the end of the agreement.
Category of award threshold criterion : Weight (percentage, exact)
Award criterion number : 70

5.1.11 Procurement documents

Languages in which the procurement documents are officially available : Norwegian
Address of the procurement documents : https://permalink.mercell.com/266708651.aspx

5.1.12 Terms of procurement

Terms of submission :
Electronic submission : Required
Languages in which tenders or requests to participate may be submitted : Norwegian
Electronic catalogue : Not allowed
Advanced or qualified electronic signature or seal (as defined in Regulation (EU) No 910/2014) is required
Variants : Not allowed
Deadline for receipt of requests to participate : 30/10/2025 11:00 +00:00
Terms of contract :
The execution of the contract must be performed within the framework of sheltered employment programmes : No
Electronic invoicing : Required
Electronic ordering will be used : yes
Electronic payment will be used : yes

5.1.15 Techniques

Framework agreement :
Framework agreement, with reopening of competition
Maximum number of participants : 5
Information about the dynamic purchasing system :
No dynamic purchase system

5.1.16 Further information, mediation and review

Review organisation : Oslo tingrett
Organisation providing more information on the review procedures : Oslo tingrett

8. Organisations

8.1 ORG-0001

Official name : Patentstyret
Registration number : 971526157
Postal address : Pb. 4863 Nydalen
Town : OSLO
Postcode : 0422
Country subdivision (NUTS) : Oslo ( NO081 )
Country : Norway
Contact point : Amal Karmi
Telephone : +47 22387300
Fax : +47 22387301
Internet address : http://www.patentstyret.no
Roles of this organisation :
Buyer

8.1 ORG-0002

Official name : Oslo tingrett
Registration number : 926725939
Town : Oslo
Postcode : 0164
Country subdivision (NUTS) : Oslo ( NO081 )
Country : Norway
Roles of this organisation :
Review organisation
Organisation providing more information on the review procedures

Notice information

Notice identifier/version : de8e4460-1fcc-4aaf-b922-5bd7b97e92ac - 01
Form type : Competition
Notice type : Contract or concession notice – standard regime
Notice dispatch date : 29/09/2025 14:41 +00:00
Notice dispatch date (eSender) : 30/09/2025 05:53 +00:00
Languages in which this notice is officially available : English
Notice publication number : 00641508-2025
OJ S issue number : 188/2025
Publication date : 01/10/2025