Electronic Personnel Handbook

An electronic personnel handbook shall be procured that shall be available for all of the Contracting Authority's users, regardless of role. The estimated number of users that can be used is 23,500. The system to be delivered shall; - be ready for production and available in the market at the …

CPV: 48219300 Administratieve software, 48450000 Software voor tijdregistratie of human reousrces, 72000000 IT-diensten: adviezen, softwareontwikkeling, internet en ondersteuning, 72220000 Systeem- en technisch advies, 72410000 Providerdiensten, 75131100 Algemene personeelsdiensten voor de overheid
Plaats van uitvoering:
Electronic Personnel Handbook
Toekennende instantie:
Politiets fellestjenester
Gunningsnummer:
24/256909

1. Buyer

1.1 Buyer

Official name : Politiets fellestjenester
Legal type of the buyer : Central government authority
Activity of the contracting authority : Public order and safety

2. Procedure

2.1 Procedure

Title : Electronic Personnel Handbook
Description : An electronic personnel handbook shall be procured that shall be available for all of the Contracting Authority's users, regardless of role. The estimated number of users that can be used is 23,500. The system to be delivered shall; - be ready for production and available in the market at the time of the tender offer. - be internet based and delivered as a service - ensure that the statutory content is updated. - is operated and administered by an external supplier. - Be access controlled by an administrator at the Contracting Authority. The procurement includes introduction and training of the system for administrators and editors at the Contracting Authority. Currently there are nearly 30 people who are included in these groups. The contracting authority is in the process of implementing Microsoft 365 with the accompanying applications and tools. The aim is that the Customer, through the introduction of a more user-friendly work surface, shall be able to interact better, work smarter and become more efficient. It also means that the users should be ensured the most seamless access to the personnel staff from their work surface.
Procedure identifier : 8897bb7f-46d6-44cb-8fa5-2b806747864a
Internal identifier : 24/256909
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 ): 48219300 Administration software package
Additional classification ( cpv ): 48450000 Time accounting or human resources software package
Additional classification ( cpv ): 72220000 Systems and technical consultancy services
Additional classification ( cpv ): 72410000 Provider services
Additional classification ( cpv ): 75131100 General personnel services for the government

2.1.2 Place of performance

Country : Norway
Anywhere in the given country

2.1.3 Value

Estimated value excluding VAT : 4 000 000 Norwegian krone

2.1.4 General information

Legal basis :
Directive 2014/24/EU

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 : Have the tenderer:a) given grossly incorrect information when notifying the information required to verify that there is no basis for rejection, or of the qualification requirements being met,b) failed to provide such information,c) subject to immediately submitting the supporting documents requested by the Contracting Authority, ord) improperly affecting 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 : Electronic Personnel Handbook
Description : An electronic personnel handbook shall be procured that shall be available for all of the Contracting Authority's users, regardless of role. The estimated number of users that can be used is 23,500. The system to be delivered shall; - be ready for production and available in the market at the time of the tender offer. - be internet based and delivered as a service - ensure that the statutory content is updated. - is operated and administered by an external supplier. - Be access controlled by an administrator at the Contracting Authority. The procurement includes introduction and training of the system for administrators and editors at the Contracting Authority. Currently there are nearly 30 people who are included in these groups. The contracting authority is in the process of implementing Microsoft 365 with the accompanying applications and tools. The aim is that the Customer, through the introduction of a more user-friendly work surface, shall be able to interact better, work smarter and become more efficient. It also means that the users should be ensured the most seamless access to the personnel staff from their work surface.
Internal identifier : 24/256909

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 ): 48219300 Administration software package
Additional classification ( cpv ): 48450000 Time accounting or human resources software package
Additional classification ( cpv ): 72220000 Systems and technical consultancy services
Additional classification ( cpv ): 72410000 Provider services
Additional classification ( cpv ): 75131100 General personnel services for the government
Options :
Description of the options : Option 1 Management Handbook The management hand book shall be a tool that shall contribute to making managers better able to ensure uniform and reliable management, as well as carry out personnel assignments correctly and in accordance with the current rules, internal guidelines and established practice. Option 2 HSE hand book The HSE handbook shall contribute to improving the police ́s ability to work systematically with health, environment and safety in accordance with the Working Environment Act ́s provisions. The HSE handbook shall give employees, managers, HR employees and protection services a total overview of the legislation, objectives, roles and routines for the company ́s HSE. Option 3 Chatbot The chatbot shall help employees get quick and relevant answers to questions related to the topics included in the system.

5.1.2 Place of performance

Country : Norway
Anywhere in the given country
Additional information :

5.1.3 Estimated duration

Duration : 2 Year

5.1.5 Value

Estimated value excluding VAT : 4 000 000 Norwegian krone

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 : Average yearly manpower
Description : The tenderer must have the capacity to carry out the contract throughout the entire contract period.
The criteria will be used to select the candidates to be invited for the second stage of the procedure
Weight (percentage, exact) : 50
Criterion : References on specified deliveries
Description : Tenderers shall have experience from comparable contracts.
The criteria will be used to select the candidates to be invited for the second stage of the procedure
Weight (percentage, exact) : 50
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
Description : - Assignment comprehension - Solution quality - Service and support -Competence -Level See the rules for the competition chapter 7.2 for a complete statement.
Criterion :
Type : Price
Name : Price
Description : Evaluated based on the prices stated in SSA-L, Annex 6. Further information on the price evaluation is in SSA-L, annex 6 and annexes.
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 : 10/06/2025 10:00 +00:00

5.1.12 Terms of procurement

Terms of the procedure :
Estimated date of dispatch of the invitations to submit tenders : 17/06/2025
Terms of submission :
Electronic submission : Required
Languages in which tenders or requests to participate may be submitted : Norwegian
Electronic catalogue : Not allowed
Variants : Not allowed
Tenderers may submit more than one tender : Not allowed
Deadline for receipt of requests to participate : 16/06/2025 10:00 +00:00
Terms of contract :
The execution of the contract must be performed within the framework of sheltered employment programmes : No
Electronic invoicing : Required
Electronic ordering will be used : no
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

Review organisation : Oslo tingrett -
Organisation providing more information on the review procedures : Politiets fellestjenester -
Organisation receiving requests to participate : Politiets fellestjenester -
Organisation processing tenders : Politiets fellestjenester -

8. Organisations

8.1 ORG-0001

Official name : Politiets fellestjenester
Registration number : 974761157
Department : Politiets fellestjenester
Postal address : Fridtjof Nansens vei 14
Town : OSLO
Postcode : 0369
Country subdivision (NUTS) : Oslo ( NO081 )
Country : Norway
Contact point : Åsmund Vikenes
Telephone : +47 61318000
Internet address : http://www.politiet.no
Roles of this organisation :
Buyer
Organisation receiving requests to participate
Organisation processing tenders
Organisation providing more information on the review procedures

8.1 ORG-0002

Official name : Oslo tingrett
Registration number : 926 725 939
Postal address : Postboks 2106 Vika
Town : OSLO
Postcode : 0125
Country subdivision (NUTS) : Oslo ( NO081 )
Country : Norway
Telephone : +47 22035200
Internet address : https://www.domstol.no/
Roles of this organisation :
Review organisation
Notice information
Notice identifier/version : 141b3632-6675-488a-8881-0290ed234531 - 01
Form type : Competition
Notice type : Contract or concession notice – standard regime
Notice dispatch date : 12/05/2025 08:35 +00:00
Notice dispatch date (eSender) : 12/05/2025 10:00 +00:00
Languages in which this notice is officially available : English
Notice publication number : 00302568-2025
OJ S issue number : 91/2025
Publication date : 13/05/2025