Procurement of an HRM system

Østfold University College wishes to procure a modern, future orientated and complete HRM system. The system shall be user friendly, make processes more efficient, provide good decision basis, ensure standardisation and ensure compliance with the legislation and security requirements. Østfold University College wishes to procure a modern, future orientated and …

CPV: 48000000 Programski paketi i informacijski sustavi, 48200000 Programski paket za umrežavanje, internet i intranet, 48210000 Programski paket za umrežavanje, 48219000 Programski paket za razno umrežavanje, 48219300 Programski paket za upravljanje, 48400000 Programski paket za poslovnu transakciju i osobno poslovanje, 48450000 Programski paket za obračun vremena ili za ljudske resurse, 72000000 Usluge informacijske tehnologije: savjetovanje, razvoj programske podrške, internet i podrška, 72200000 Usluge programiranja i usluge savjetovanja, 72220000 Usluge sistemskog i tehničkog savjetovanja, 72250000 Sistemske usluge i usluge potpore
mjesto izvršenja:
Procurement of an HRM system
registar:
Høgskolen i Østfold
nagradni broj:
24/06439

1. Buyer

1.1 Buyer

Official name : Høgskolen i Østfold
Legal type of the buyer : Public undertaking
Activity of the contracting authority : Education

2. Procedure

2.1 Procedure

Title : Procurement of an HRM system
Description : Østfold University College wishes to procure a modern, future orientated and complete HRM system. The system shall be user friendly, make processes more efficient, provide good decision basis, ensure standardisation and ensure compliance with the legislation and security requirements.
Procedure identifier : 7294206f-bfd5-4f86-8d3b-093e10e46d66
Internal identifier : 24/06439
Type of procedure : Negotiated with prior publication of a call for competition / competitive with negotiation
The procedure is accelerated : no
Justification for the accelerated procedure :
Main features of the procedure :

2.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 72000000 IT services: consulting, software development, Internet and support
Additional classification ( cpv ): 48000000 Software package and information systems
Additional classification ( cpv ): 48200000 Networking, Internet and intranet software package
Additional classification ( cpv ): 48210000 Networking software package
Additional classification ( cpv ): 48219000 Miscellaneous networking software package
Additional classification ( cpv ): 48219300 Administration software package
Additional classification ( cpv ): 48400000 Business transaction and personal business software package
Additional classification ( cpv ): 48450000 Time accounting or human resources software package
Additional classification ( cpv ): 72200000 Software programming and consultancy services
Additional classification ( cpv ): 72220000 Systems and technical consultancy services
Additional classification ( cpv ): 72250000 System and support services

2.1.2 Place of performance

Country : Norway
Anywhere in the given country

2.1.4 General information

Legal basis :
Directive 2014/24/EU
LOA & FOA del 3 -

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 in the fields of environmental law : Is the tenderer aware of breaches of environmental provisions as stated in national law, the relevant notice or procurement documents or Article 18 (2) of Directive 2014/24/EU.
Breaching of obligations in the fields of labour law : Is the tenderer aware of breaches of provisions on working conditions as stated in national law, the relevant notice or procurement documents or Article 18 (2) of Directive 2014/24/EU.
Breaching of obligations in the fields of social law : Is the tenderer aware of breaches of provisions on social conditions as stated in national law, the relevant notice or procurement documents or Article 18 (2) of Directive 2014/24/EU.
Agreements with other economic operators aimed at distorting competition : Has the tenderer entered into agreement(s) with other tenderers with the intention of turning the competition?
Grave professional misconduct : Has the tenderer committed serious errors in professional practice? If relevant, see the definitions in national law, the relevant notice or procurement documents.
Misrepresentation, withheld information, unable to provide required documents and obtained confidential information of this procedure : Has the tenderer: a) given grossly incorrect information with the notification of the information required to verify that there is no basis for rejection, or of the qualification requirements being fulfilled, b) failed to provide such information, c) made reservations immediately to present the supporting documents requested by the contracting authority, or d) improperly affected the contracting authority ́s decision process to acquire confidential information that could give this an unlawful advantage in connection with competition, or negligently has given misleading information that can have a significant influence on decisions on rejection, selection or award?
Conflict of interest due to its participation in the procurement procedure : Are tenderers aware of a conflict of interest as stated in national law, the relevant notice or procurement documents?
Direct or indirect involvement in the preparation of this procurement procedure : Has the tenderer or an entity associated with the supplier advised the contracting authority or in another way been involved in the planning of the competition?
Early termination, damages, or other comparable sanctions : Has the tenderer committed significant breaches of contract in connection with the fulfilment of a previous public contract, a previous contract with a public contracting authority or a previous concession contract, where the breach has led to the cancellation of the contract, compensation or other similar sanctions?
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?
Business activities are suspended : Specify why, under the mentioned circumstances, one is able to carry out the contract, considering the current national provisions and measures for continuing the business activities? It is not necessary to provide this information if rejection of tenderers made mandatory in accordance with the current national law without the possibility for exceptions.
Bankruptcy : Is the tenderer in a bankruptcy situation? Specify why, under the mentioned circumstances, one is able to carry out the contract, considering the current national provisions and measures for continuing the business activities? It is not necessary to provide this information if rejection of tenderers made mandatory in accordance with the current national law without the possibility for exceptions.
Arrangement with creditors : Is the supplier in a situation where he has been forced debt arrangement? Specify why, under the mentioned circumstances, one is able to carry out the contract, considering the current national provisions and measures for continuing the business activities? It is not necessary to provide this information if rejection of tenderers made mandatory in accordance with the current national law without the possibility for exceptions.
Insolvency : Is the tenderer in an insolvency situation? Specify why, under the mentioned circumstances, one is able to carry out the contract, considering the current national provisions and measures for continuing the business activities? It is not necessary to provide this information if rejection of tenderers made mandatory in accordance with the current national law without the possibility for exceptions.
Assets being administered by liquidator : Specify why, under the mentioned circumstances, one is able to carry out the contract, considering the current national provisions and measures for continuing the business activities? It is not necessary to provide this information if rejection of tenderers made mandatory in accordance with the current national law without the possibility for exceptions.
Analogous situation like bankruptcy, insolvency or arrangement with creditors under national law : Is the supplier in a situation where he has been forced debt arrangement? Specify why, under the mentioned circumstances, one is able to carry out the contract, considering the current national provisions and measures for continuing the business activities? It is not necessary to provide this information if rejection of tenderers made mandatory in accordance with the current national law without the possibility for exceptions.

5. Lot

5.1 Lot technical ID : LOT-0000

Title : Procurement of an HRM system
Description : Østfold University College wishes to procure a modern, future orientated and complete HRM system. The system shall be user friendly, make processes more efficient, provide good decision basis, ensure standardisation and ensure compliance with the legislation and security requirements.
Internal identifier : 24/06439

5.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 72000000 IT services: consulting, software development, Internet and support
Additional classification ( cpv ): 48000000 Software package and information systems
Additional classification ( cpv ): 48200000 Networking, Internet and intranet software package
Additional classification ( cpv ): 48210000 Networking software package
Additional classification ( cpv ): 48219000 Miscellaneous networking software package
Additional classification ( cpv ): 48219300 Administration software package
Additional classification ( cpv ): 48400000 Business transaction and personal business software package
Additional classification ( cpv ): 48450000 Time accounting or human resources software package
Additional classification ( cpv ): 72200000 Software programming and consultancy services
Additional classification ( cpv ): 72220000 Systems and technical consultancy services
Additional classification ( cpv ): 72250000 System and support services

5.1.2 Place of performance

Country : Norway
Anywhere in the given country
Additional information :

5.1.3 Estimated duration

Duration : 5 Year

5.1.6 General information

Reserved participation : Participation is not reserved.
The names and professional qualifications of the staff assigned to perform the contract must be given : Not yet known
Procurement Project not financed with EU Funds.
The procurement is covered by the Government Procurement Agreement (GPA) : no
This procurement is also suitable for small and medium-sized enterprises (SMEs) : yes
Information about previous notices :
Identifier of the previous notice : 118542-2024

5.1.9 Selection criteria

Sources of selection criteria : Notice
Criterion : Enrolment in a relevant professional register
Description : Norwegian tenderers: •Registration. The contracting authority will obtain a company registration certificate from the Brønnøysund Register Centre for Norwegian tenderers. The Norwegian tenderers shall therefore not enclose a company registration certificate. Foreign tenderers: • Confirmation that the tenderer is registered in a trade register or company register in accordance with the law in the country where the tenderer is established.
The criteria will be used to select the candidates to be invited for the second stage of the procedure
Maximum number of tenders passing : 5
Criterion : Financial ratio
Description : The tenderer's Annual Financial Statements including notes with the Board's and auditor's reports from 2022,2023 and 2024. If the Annual Financial Statements for 2024 have not been completed before the qualification deadline expires, the provisional annual accounts for 2024 must be enclosed. If there are reasons that cannot be enclosed with the provisional annual accounts, the tenderer shall substantiate financial strength in another suitable manner. The contracting authority reserves the right to carry out a credit assessment from Experian. The financial strength will be assessed in relation to turnover, operating degree, solidity and liquidity. If a tenderer has a justifiable reason (e.g. newly established), to not present the documentation required by the contracting authority, other documentation can be submitted, such as a bank statement or a commitment statement for creditworthiness.
The criteria will be used to select the candidates to be invited for the second stage of the procedure
Maximum number of tenders passing : 5
Criterion : Other economic or financial requirements
Description : Tax certificate not older than six months calculated from the tender deadline. Tax certificate means: Norwegian tenderers: • Tax and VAT certificate issued by the tax office via Altinn. Foreign tenderers: • Foreign tenderers must submit equivalent certificates from their own country that show that they have an arrangement for the payment of taxes and duties. If the authorities in the relevant country do not issue such certificates, the tenderer shall submit a statement which states that all taxes and duties have been paid. The declaration shall be approved and signed by the tenderer's Financial Director/ person responsible for Finance.
The criteria will be used to select the candidates to be invited for the second stage of the procedure
Maximum number of tenders passing : 5
Criterion : References on specified services
Description : A description of the tenderer's three most relevant contracts in the last 3 years. Tenderers shall document fulfilment by filling in the attached template for reference descriptions. See annex 2 - Reference descriptions. The description of the assignment must include a description of the content of the assignment and its relevance for this contract, the assignment ́s value, date of time for the assignment and the contracting authority ́s name. It is the tenderer ́s responsibility to document relevance through the description of the assignment they have delivered.
The criteria will be used to select the candidates to be invited for the second stage of the procedure
Maximum number of tenders passing : 5
Criterion : Certificates by quality control institutes
Description : A description of the tenderer's quality assurance methods. If a tenderer is certified in accordance with ISO 9001 or equivalent quality assurance certifications, it is sufficient to enclose 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
Maximum number of tenders passing : 5
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 : Quality
Name : Quality of the offered system
Description : The contracting authority will conduct an overall evaluation of how the tenderer ́s system and delivery meets Østfold University College's organisation, needs and requirements as described in Annexes 1a and 1b. The tenderer ́s answers are divided between the following annexes that will be used in total for the evaluation of this criteria: • Annex 1b - the Contracting Authority's requirement specification and the tenderer's solution description. • Annex 2 - the tenderer ́s system specifications. • Annex 4 - Delivery plan and plan and criteria for the contracting authority ́s approval test. • Annex 5 - Service Level for the additional services with standardised compensation. • Annex 10 - Standard terms for the cloud service. Tenderers shall present their tender and demonstrate the system ́s functionality and user interface. The tender presentation will be a part of the overall evaluation under "quality of the offered system". The presentation/demo of the offered system is currently planned to be carried out in week 36/2025.
Category of award threshold criterion : Weight (percentage, exact)
Award criterion number : 70
Criterion :
Type : Price
Name : Price
Description : The price will be evaluated based on the total price that the tenderer has given in Annex 7b Price Form.
Category of award threshold criterion : Weight (percentage, exact)
Award criterion number : 30
Description of the method to be used if weighting cannot be expressed by criteria :
Justification for not indicating the weighting of the award criteria :

5.1.11 Procurement documents

Deadline for requesting additional information : 17/06/2025 22:00 +00:00
Address of the procurement documents : https://tendsign.com/doc.aspx?MeFormsNoticeId=58656

5.1.12 Terms of procurement

Terms of the procedure :
Estimated date of dispatch of the invitations to submit tenders : 03/07/2025
Terms of submission :
Electronic submission : Required
Languages in which tenders or requests to participate may be submitted : Norwegian
Electronic catalogue : Allowed
Variants : Not allowed
Tenderers may submit more than one tender : Not allowed
Deadline for receipt of requests to participate : 18/06/2025 10:00 +00:00
Terms of contract :
The execution of the contract must be performed within the framework of sheltered employment programmes : No
A non-disclosure agreement is required : yes
Additional information about the non-disclosure agreement : The data processing agreement must be signed with the chosen tenderer.
Electronic invoicing : Required
Electronic ordering will be used : yes
Electronic payment will be used : 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

Mediation organisation : Søndre Østfold tingrett -
Review organisation : Søndre Østfold tingrett -
Organisation providing information concerning the general regulatory framework for taxes applicable in the place where the contract is to be performed : Søndre Østfold tingrett -
Organisation providing information concerning the general regulatory framework for environmental protection applicable in the place where the contract is to be performed : Søndre Østfold tingrett -
Organisation providing information concerning the general regulatory framework for employment protection and working conditions applicable in the place where the contract is to be performed : Søndre Østfold tingrett -
Organisation providing additional information about the procurement procedure : Høgskolen i Østfold -
Organisation providing offline access to the procurement documents : Høgskolen i Østfold -
Organisation providing more information on the review procedures : Høgskolen i Østfold -
Organisation receiving requests to participate : Høgskolen i Østfold -
Organisation processing tenders : Høgskolen i Østfold -

8. Organisations

8.1 ORG-0001

Official name : Høgskolen i Østfold
Registration number : 971567376
Department : Innkjøp
Postal address : B R A veien 4
Town : Halden
Postcode : 1757
Country subdivision (NUTS) : Østfold ( NO083 )
Country : Norway
Contact point : Mia Catrine Johansen
Telephone : +4769608000
Internet address : http://www.hiof.no
Roles of this organisation :
Buyer
Organisation providing additional information about the procurement procedure
Organisation providing offline access to the procurement documents
Organisation receiving requests to participate
Organisation processing tenders
Organisation providing more information on the review procedures

8.1 ORG-0002

Official name : Søndre Østfold tingrett
Registration number : 926 722 808
Postal address : Postboks 113
Town : Fredrikstad
Postcode : 1601
Country subdivision (NUTS) : Østfold ( NO083 )
Country : Norway
Telephone : 69 79 77 00
Roles of this organisation :
Review organisation
Mediation organisation
Organisation providing information concerning the general regulatory framework for taxes applicable in the place where the contract is to be performed
Organisation providing information concerning the general regulatory framework for environmental protection applicable in the place where the contract is to be performed
Organisation providing information concerning the general regulatory framework for employment protection and working conditions applicable in the place where the contract is to be performed
Notice information
Notice identifier/version : ff6a1d45-cdba-4f79-af72-dd1b8802b8b3 - 01
Form type : Competition
Notice type : Contract or concession notice – standard regime
Notice dispatch date : 16/05/2025 10:44 +00:00
Notice dispatch date (eSender) : 16/05/2025 10:55 +00:00
Languages in which this notice is officially available : English
Notice publication number : 00322096-2025
OJ S issue number : 95/2025
Publication date : 19/05/2025