Prequalification procurement case/archive system for Nome and Midt Telemark municipalities 25/10878

Nome and Midt Telemark IKT are carrying out on behalf of Nome municipality and Midt Telemark municipality. The objective of the procurement is to enter into a contract for the procurement of a case and archive system. The procurement includes the complete delivery of a case and archive system, training …

CPV: 72000000 Storitve informacijske tehnologije: svetovanje, razvoj programske opreme, internet in podpora, 72200000 Storitve programiranja programske opreme in svetovanja pri programski opremi, 72260000 Storitve, povezane s programsko opremo, 72268000 Storitve oskrbe s programsko opremo
Kraj izvršitve:
Prequalification procurement case/archive system for Nome and Midt Telemark municipalities 25/10878
Organ za podeljevanje:
Midt-Telemark kommune
Številka dodelitve:
TBD

1. Buyer

1.1 Buyer

Official name : Midt-Telemark kommune
Legal type of the buyer : Public undertaking
Activity of the contracting authority : General public services

1.1 Buyer

Official name : Nome kommune
Legal type of the buyer : Body governed by public law, controlled by a local authority
Activity of the contracting authority : General public services

2. Procedure

2.1 Procedure

Title : Prequalification procurement case/archive system for Nome and Midt Telemark municipalities 25/10878
Description : Nome and Midt Telemark IKT are carrying out on behalf of Nome municipality and Midt Telemark municipality. The objective of the procurement is to enter into a contract for the procurement of a case and archive system.  The procurement includes the complete delivery of a case and archive system, training as well as ongoing consultancy services for annual operation of the system.  The procurement will be carried out in accordance with the Public Procurement Act of 17 June 2016 (LOA) and the Public Procurement Regulations (FOA) FOR 2016-08-12-974 parts I and part III. The contract will be awarded in accordance with the negotiated procedure after the prior notice, cf. § 13-1(2).   The tender contest is initiated with a qualification phase. Only tenderers who fulfil the qualification requirements and who have been invited will be able to submit a tender.   The contracting authority plans to invite five tenderers to submit tender offers. If more than five qualified tenderers submit requests for participation in the competition, the contracting authority will choose among these tenderers on the basis of the selection criteria.   All invited tenderers will have their tenders evaluated. After the initial evaluation, the tenderers with the three best tenders will be invited to negotiations. Following the negotiations and any updated tenders, the final evaluation of the three tenders will be made and the contract will be awarded. Attention is defined that tenders that include significant deviations from the procurement documents shall be rejected in accordance with the Public Procurement Regulations § 24-8(1)b.   The negotiations could apply to all sides of the tenders. The selection of who will be negotiated with will be made after an assessment of the award criteria in the requirement specifications cf. Annex 2, with the weighting stated there. Tenderers must therefore submit their best tender and cannot expect to be invited to negotiations. There will also be a reduction of the number of tender offers in connection with the negotiations.  Negotiations will not be carried out if the contracting authority, after the tenders have been received, considers that negotiations are not appropriate. Corrections/clarifications will be made if needed.   The contract period is valued at 7 years. Particular conditions are being considered here for both the purpose of the contract, investment costs and the users ́needs. This is a costly IT system that has a core function throughout the organisation, which requires time to be implemented in the organisation and will not be a system that will be procured within 5 years.  The procurement will therefore be carried out with a time-limited contract, but a stipulated total contract value over 84 months is estimated to approx. NOK 15,000,000 excluding VAT.
Procedure identifier : 2de817f3-3208-46c1-8b19-d073d287f71f
Internal identifier : TBD
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 : The municipalities currently use Websak from Acos as the On Prem system and the new system shall be cloud based.  The entities want a comprehensive system that safeguards case handling, meeting and selection processing, politician portal, ePlansak, eByggesak, form solution and access. It is also important for entities that historical data joins the new cloud system. The number of users of the system is estimated to be approx. 270 executive officers in Midt-Telemark municipality, and approx. 160 executive officers in Nome municipality. Those who carry out general case handling and planning/building executives make up the largest user group.  See the requirement specification Document 1 for further information on the procurement requirements.

2.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 72268000 Software supply services
Additional classification ( cpv ): 72000000 IT services: consulting, software development, Internet and support
Additional classification ( cpv ): 72200000 Software programming and consultancy services
Additional classification ( cpv ): 72260000 Software-related services

2.1.2 Place of performance

Country subdivision (NUTS) : Telemark ( NO094 )
Country : Norway

2.1.3 Value

Estimated value excluding VAT : 15 000 000 Norwegian krone

2.1.4 General information

Legal basis :
Directive 2014/24/EU
Anskaffelsesforskriften - See the tender documentation

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 case/archive system for Nome and Midt Telemark municipalities 25/10878
Description : Nome and Midt Telemark IKT are carrying out on behalf of Nome municipality and Midt Telemark municipality. The objective of the procurement is to enter into a contract for the procurement of a case and archive system.  The procurement includes the complete delivery of a case and archive system, training as well as ongoing consultancy services for annual operation of the system.  The procurement will be carried out in accordance with the Public Procurement Act of 17 June 2016 (LOA) and the Public Procurement Regulations (FOA) FOR 2016-08-12-974 parts I and part III. The contract will be awarded in accordance with the negotiated procedure after the prior notice, cf. § 13-1(2).   The tender contest is initiated with a qualification phase. Only tenderers who fulfil the qualification requirements and who have been invited will be able to submit a tender.   The contracting authority plans to invite five tenderers to submit tender offers. If more than five qualified tenderers submit requests for participation in the competition, the contracting authority will choose among these tenderers on the basis of the selection criteria.   All invited tenderers will have their tenders evaluated. After the initial evaluation, the tenderers with the three best tenders will be invited to negotiations. Following the negotiations and any updated tenders, the final evaluation of the three tenders will be made and the contract will be awarded. Attention is defined that tenders that include significant deviations from the procurement documents shall be rejected in accordance with the Public Procurement Regulations § 24-8(1)b.   The negotiations could apply to all sides of the tenders. The selection of who will be negotiated with will be made after an assessment of the award criteria in the requirement specifications cf. Annex 2, with the weighting stated there. Tenderers must therefore submit their best tender and cannot expect to be invited to negotiations. There will also be a reduction of the number of tender offers in connection with the negotiations.  Negotiations will not be carried out if the contracting authority, after the tenders have been received, considers that negotiations are not appropriate. Corrections/clarifications will be made if needed.   The contract period is valued at 7 years. Particular conditions are being considered here for both the purpose of the contract, investment costs and the users ́needs. This is a costly IT system that has a core function throughout the organisation, which requires time to be implemented in the organisation and will not be a system that will be procured within 5 years.  The procurement will therefore be carried out with a time-limited contract, but a stipulated total contract value over 84 months is estimated to approx. NOK 15,000,000 excluding VAT.
Internal identifier : TBD

5.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 72268000 Software supply services
Additional classification ( cpv ): 72000000 IT services: consulting, software development, Internet and support
Additional classification ( cpv ): 72200000 Software programming and consultancy services
Additional classification ( cpv ): 72260000 Software-related services

5.1.2 Place of performance

Country subdivision (NUTS) : Telemark ( NO094 )
Country : Norway
Additional information :

5.1.3 Estimated duration

Duration : 84 Month

5.1.5 Value

Estimated value excluding VAT : 15 000 000 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) : no

5.1.7 Strategic procurement

5.1.9 Selection criteria

Sources of selection criteria : Notice
Criterion : Enrolment in a relevant professional register
Description : Tenderers are registered in a professional register in the member state in which the tenderer is established. As described in annex XI of directive 2014/24/EU; suppliers from certain member states may have to fulfil other requirements in the mentioned annex.
Criterion : Enrolment in a trade register
Description : Tenderers are registered in a company register or a trade register in the member state in which the tenderer is established. As described in annex XI of directive 2014/24/EU; suppliers from certain member states may have to fulfil other requirements in the mentioned annex.
Criterion : General yearly turnover
Description : The tenderer ́s ("total") annual turnover for the number of financial years requested in the tender notice or in the procurement documents is as follows: Minimum qualification requirements
Criterion : References on specified services
Description : Only for services: In the reference period, the tenderer has carried out the following important goods deliveries of the requested type, or the following important services of the requested type. The contracting authority can require up to three years experience and allow experience from the previous three years to be taken into consideration. Minimum qualification requirements
The criteria will be used to select the candidates to be invited for the second stage of the procedure
Order of importance : 1
Criterion : Certificates by independent bodies about quality assurance standards
Description : Can tenderers submit certificates issued by independent bodies that document that the tenderer fulfils the stated quality assurance standards, including universal design requirements? Minimum qualification requirements
Criterion : Certificates by independent bodies about environmental management systems or standards
Description : Is the tenderer able to submit certificates issued by independent bodies as documentation that the tenderer fulfils the stated environmental management systems or standards? Minimum qualification requirements
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

5.1.11 Procurement documents

Languages in which the procurement documents are officially available : Norwegian
Deadline for requesting additional information : 25/08/2025 10:00 +00:00
Address of the procurement documents : https://permalink.mercell.com/260781908.aspx

5.1.12 Terms of procurement

Terms of the procedure :
Estimated date of dispatch of the invitations to submit tenders : 16/09/2025
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
Tenderers may submit more than one tender : Not allowed
Deadline for receipt of requests to participate : 11/09/2025 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 : Allowed
Electronic ordering will be used : no
Electronic payment will be used : no

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 : Øvre Telemark tingrett
Review organisation : Øvre Telemark tingrett
Information about review deadlines : Appeals to the procurement are requested to be sent to the contracting authority by the waiting period, which is set at ten days after the award. Thereafter one can possibly complain to KOFA.
Organisation providing additional information about the procurement procedure : Midt-Telemark kommune
Organisation providing offline access to the procurement documents : Midt-Telemark kommune
Organisation providing more information on the review procedures : Midt-Telemark kommune
Organisation receiving requests to participate : Midt-Telemark kommune
Organisation processing tenders : Midt-Telemark kommune

8. Organisations

8.1 ORG-0001

Official name : Midt-Telemark kommune
Registration number : 920297293
Postal address : Bøgata 67,
Town : BØ I TELEMARK
Postcode : 3833
Country subdivision (NUTS) : Telemark ( NO094 )
Country : Norway
Contact point : Nina Wåsjø Espedalen
Telephone : +47 35059000
Fax : +47 35059009
Roles of this organisation :
Buyer
Group leader
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 : Nome kommune
Registration number : 964 963 371
Town : Ulefoss
Postcode : 3830
Country subdivision (NUTS) : Telemark ( NO094 )
Country : Norway
Telephone : 35 94 62 00
Roles of this organisation :
Buyer

8.1 ORG-0003

Official name : Øvre Telemark tingrett
Registration number : 935365317
Town : Notodden
Postcode : 3674
Country subdivision (NUTS) : Telemark ( NO094 )
Country : Norway
Telephone : 35 12 28 20
Roles of this organisation :
Review organisation
Mediation organisation

Notice information

Notice identifier/version : c2e2b02e-51b2-4bf7-8a72-beb229780851 - 01
Form type : Competition
Notice type : Contract or concession notice – standard regime
Notice dispatch date : 11/07/2025 12:18 +00:00
Notice dispatch date (eSender) : 11/07/2025 13:00 +00:00
Languages in which this notice is officially available : English
Notice publication number : 00461792-2025
OJ S issue number : 133/2025
Publication date : 15/07/2025