Procurement of a new system for quality assurance, case management and archive

Drammen kommune

Drammen, Svelvik and Nedre Eiker municipalities shall merge into 1 municipality (called New Drammen) from 1.1.2020. A system shall be procured for case management, archive and quality assurance for the new municipality. The procurement shall be a cloud based system with functions for case management and archiving in accordance with the Noark standard.
The system shall be implemented in each of the municipalities from 2018 and be a part of New Drammen from 1.1.2020. Over the course of the implementation, the system shall be used in all the relevant units that will be a part of New Drammen, including the units where the municipalities have an ownership share (municipal companies, inter-municipal companies, etc.).
The number of inhabitants covered by the system is estimated to be approx. 100 000, with an expected increase to 111 000 in the contract period. Per 2017, the inhabitant figures for the 3 municipalities are as follows:
Drammen: 68 363;
Nedre Eiker: 24 718;
Svelvik: 6 653.

Frist

Fristen for mottak av tilbud var 2017-10-26. Anskaffelsen ble publisert 2017-09-22.

Hvem?

• Drammen kommune

Hva?

Hvor?

• Buskerud
• Norge
• Vestfold

Anskaffelseshistorikk

Dato	Dokument
2017-09-22	Kunngjøring av konkurranse

Kunngjøring av konkurranse (2017-09-22)
Gjenstand
Anskaffelsens omfang
Tittel: Document management system
Referansenummer: 2017/8604
Kort beskrivelse:

Drammen, Svelvik and Nedre Eiker municipalities shall merge into 1 municipality (called New Drammen) from 1.1.2020. A system shall be procured for case management, archive and quality assurance for the new municipality. The procurement shall be a cloud based system with functions for case management and archiving in accordance with the Noark standard. The system shall be implemented in each of the municipalities from 2018 and be a part of New Drammen from 1.1.2020. Over the course of the implementation, the system shall be used in all the relevant units that will be a part of New Drammen, including the units where the municipalities have an ownership share (municipal companies, inter-municipal companies, etc.). The number of inhabitants covered by the system is estimated to be approx. 100 000, with an expected increase to 111 000 in the contract period. Per 2017, the inhabitant figures for the 3 municipalities are as follows: Drammen: 68 363; Nedre Eiker: 24 718; Svelvik: 6 653.

Metadata for kunngjøring
Originalspråk: engelsk 🗣️
Dokumenttype: Kunngjøring av konkurranse
Kontraktens art: Tjenester
Forskrift: Det europeiske økonomiske samarbeidsområdet (EØS)
Felles innkjøpsordliste (CPV)
Kode: Dokumenthåndteringssystem 📦
Tilleggs-CPV: Bildebehandlings- og arkiveringssystem 📦
Utførelsessted
NUTS-region: Buskerud 🏙️

Prosedyre
Prosedyretype: Åpen anbudskonkurranse
Tilbudstype: Innlevering for alle delkontrakter
Tildelingskriterier
Det mest økonomisk fordelaktige tilbudet

Oppdragsgiver
Identitet
Land: Norge 🇳🇴
Type tildelende myndighet: Regional eller lokal myndighet
Navn på tildelende myndighet: Drammen Kommune
Postadresse: Engene 1
Postnummer: 3008
Poststed: Drammen
Kontakt
Internettadresse: https://permalink.mercell.com/72233941.aspx 🌏
E-post: anette.hartz-bruun@drmk.no 📧
Telefon: +47 03008 📞
URL for dokumenter: https://permalink.mercell.com/72233941.aspx 🌏
URL for deltakelse: https://permalink.mercell.com/72233941.aspx 🌏

Referanse
Datoer
Sendt dato: 2017-09-22 📅
Innleveringsfrist: 2017-10-26 📅
Publiseringsdato: 2017-09-26 📅
Startdato: 2018-01-01 📅
Sluttdato: 2028-01-01 📅
Identifikatorer
Kunngjøringsnummer: 2017/S 184-378175
OJ-S-utgave: 184
Tilleggsinformasjon

This is not a framework agreement, but a contract for ongoing service procurements.

Gjenstand
Anskaffelsens omfang
Kort beskrivelse:

The system shall be implemented in each of the municipalities from 2018 and be a part of New Drammen from 1.1.2020. Over the course of the implementation, the system shall be used in all the relevant units that will be a part of New Drammen, including the units where the municipalities have an ownership share (municipal companies, inter-municipal companies, etc.).

The number of inhabitants covered by the system is estimated to be approx. 100 000, with an expected increase to 111 000 in the contract period. Per 2017, the inhabitant figures for the 3 municipalities are as follows:

Drammen: 68 363;

Nedre Eiker: 24 718;

Svelvik: 6 653.

Estimert totalverdi: 25 000 000 NOK 💰
Kort beskrivelse:

Svelvik, Nedre Eiker and Drammen municipalities (the Contracting Authority) will be merged from 1.1.2020 and they are working strategically to facilitate the administrative services for the new large municipality. The facilitation of the municipalities' digital platforms and systems is a major and comprehensive sub-project in the merger work. There are clear expectations that the New Drammen municipality shall be a pioneer municipality in digital services and systems in Norway. Strategic and practical organisation of the system portfolio that shall support the service deliveries is a central part of the preparations.

It is in this context that the municipalities would now like to procure a new system for case management, archive and quality assurance.

The procurement shall cover the necessary functionality to operate uniform quality assurance, administrative case management, political meeting and selection proceedings, journalling and archiving documentation in the respective municipalities, inter-municipal cooperation systems, as well as for New Drammen from 1.1.2020.

The contracting authority shall procure a cloud based system with functions for case management and archiving in accordance with the Noark standard. The system shall be connected to the municipalities' middle-ware with the intention of facilitating for integration with pre-systems/trade systems for collecting, maintaining and storing documentation that must be kept.

The system shall, amongst other things, include functionality for:

— Electronic processes in case management,

— Document production, also based on templates,

— Communication and interaction (internally and externally),

— Searches and retrieval,

— Archiving, archive management, cassation, depositing and delivery,

— Meeting and selection proceedings,

— Management, quality assurance and control,

— Approval, signing and encryption of documents,

— Screening, security and access control,

— Flexibility as regards organisational and technological structure,

— Catch of documentation that does not have to be recorded,

— Catch from administrative professions, pre-systems and support systems,

— Making documentation available through an established access system and

— Access to and influence in own cases for inhabitants.

It is important for the Contracting Authority that the new system contributes to case management being more efficient, as well as providing better services. The quality of use is central for the municipalities' users and it is important to ensure widespread use. Good support for registering and archiving shall reduce opportunities for errors. The current pre-systems and trade systems shall be more closely integrated with the archive systems in order to reduce the number of manual operations. The new system shall enable automatic repeated processes.

The procurement also includes services to support the Contracting Authority with the implementation of strategic targets for quality assurance, case management and archiving, including:

— Configuration and facilitation of the system to support the Contracting Authority's guidelines for information management,

— Integration with other systems, including pre-systems and trade systems,

— Migration of historical archives,

— Implementation of the system, and

— Training and second line support.

The different municipalities currently have a certain degree of system support for quality work, but a system shall now be procured for uniform quality assurance work. This means taking care of the municipalities' management, main and support processes, closely integrated with case management and the case management processes.

See all of the tender documentation, including annexes, for further details and information.

Estimert verdi eksklusive mva: 25 000 000 NOK 💰
Beskrivelse av fornyelser:

This is a contract for ongoing service procurements and there is no fixed date for when the contract will expire.

Tilleggsinformasjon:

This is not a framework agreement, but a contract for ongoing service procurements.

Prosedyre
Tidspunkt for mottak av tilbud: 12:00
Språk som tilbud eller forespørsler om deltakelse kan sendes inn på: norsk 🗣️
Tilbudets gyldighetsperiode: 2018-01-15 📅
Dato for åpning av tilbud: 2017-10-26 📅
Tidspunkt for åpning av tilbud: 12:00

Oppdragsgiver
Identitet
Nasjonalt registreringsnummer: 939214895
Navn på tildelende myndighet: Svelvik kommune
Poststed: Svelvik
Postnummer: 3060
Land: Vestfold 🏙️
Navn på tildelende myndighet: Nedre Eiker kommune
Poststed: Mjøndalen
Land: Buskerud 🏙️
Kontakt
Kontaktpunkt: Anette Hartz-Bruun
Adresse til kjøperprofilen: http://www.drammen.kommune.no/ 🌏
E-post: postmottak@svelvik.kommune.no 📧
Internettadresse: www.svelvik.kommune.no 🌏
E-post: post@nedre-eiker.kommune.no 📧
Internettadresse: www.nedre-eiker.kommune.no 🌏
URL for dokumenter: https://permalink.mercell.com/72233941.aspx 🌏
Navn på tildelende myndighet: Mercell Norge AS
Postadresse: Karihaugveien 89
Poststed: Oslo
Postnummer: 1086
E-post: support@mercell.com 📧

Utfyllende informasjon
Klageinstans
Navn: Drammen kommune
Poststed: Drammen
Land: Norge 🇳🇴
Kilde: OJS 2017/S 184-378175 (2017-09-22)

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