Case Management System

Trondheim Kommune

The current combined case and archive system ESA will be phased out by 1.1.2020. The contracting authority needs to ensure good IT support for case management, so that Trondheim municipality can execute case management for inhabitants and for others in the municipality properly, efficiently and with high quality.
Click here https://permalink.mercell.com/84179353.aspx

Frist

Fristen for mottak av tilbud var 2018-09-21. Anskaffelsen ble publisert 2018-08-21.

Hvem?

• Trondheim Kommune

Hva?

Hvor?

• Norge
• Sør-Trøndelag

Anskaffelseshistorikk

Dato	Dokument
2018-08-21	Kunngjøring av konkurranse
2018-11-26	Kunngjøring om tildeling av kontrakt

Kunngjøring av konkurranse (2018-08-21)
Gjenstand
Anskaffelsens omfang
Tittel: Document management software package
Referansenummer: 2018/21971
Kort beskrivelse:

The current combined case and archive system ESA will be phased out by 1.1.2020. The contracting authority needs to ensure good IT support for case management, so that Trondheim municipality can execute case management for inhabitants and for others in the municipality properly, efficiently and with high quality. Click here https://permalink.mercell.com/84179353.aspx

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

Prosedyre
Prosedyretype: Konkurranse med forhandling
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: Trondheim kommune
Postadresse: Erling Skakkes gate 14
Postnummer: 7004
Poststed: Trondheim
Kontakt
Internettadresse: https://permalink.mercell.com/84179353.aspx 🌏
E-post: ahb@trondheim.kommune.no 📧
URL for dokumenter: https://permalink.mercell.com/84179353.aspx 🌏
URL for deltakelse: https://permalink.mercell.com/84179353.aspx 🌏

Referanse
Datoer
Sendt dato: 2018-08-21 📅
Innleveringsfrist: 2018-09-21 📅
Publiseringsdato: 2018-08-22 📅
Identifikatorer
Kunngjøringsnummer: 2018/S 160-367623
Refererer til kunngjøring: 2017/S 230-480815
OJ-S-utgave: 160

Gjenstand
Anskaffelsens omfang
Kort beskrivelse:

Click here https://permalink.mercell.com/84179353.aspx

The Contracting Authority will procure a case management system with support for the following processes:

—standard case management,

— political case management,

— management of topical questions, proposals and orientation matters,

— management of supervision,

— support for dialogue and involvement,

— support for hearing,

— support for facilitated insight,

— administration of political meetings and management,

— trade,

— specific case management,

In addition the system must support the following support processes:

— registration,

— documentation administration,

— administration of committees and members,

— archiving,

— searches and reports,

— adapt work processes,

— administration of the system.

The case management system must be flexible and it must be possible to make self-adaptations.

Integrations will be important in a new system, in order to handle known standards and joint components, such as retrieving data from the National Register and the Central Coordinating Register for Legal Entities, KS SvarUT and GI services, and to have the option to extract/add data via our interface (where national standards cannot be used).

The system must contribute to the municipality living up to its principles for IT support for case management:

1) Identify decisions and individual decisions;

2) Good management practice;

3) Quick and efficient case processing;

4) One case management process must have one process owner;

5) Documentation that belongs together must be kept together as one case;

6) The case management process must be properly documented;

7) Documentation of authority decisions;

8) Data protection must be ensured;

9) Party rights must be ensured;

10) Confidentiality must be ensured;

11) The precedence register must be ensured;

12) The requirement for electronic dispatches must be fulfilled

The case management system must put the user in focus, the system must appear as simple and intuitive to use and the user interface must be flexible. The case manager's focus must be on professional assessments.

A total assessment of the needs the project has identified, shows that a new system must support a good overview, a contextual overview of the case, actors, actions, deadlines, changes and the process that the case is entering. It is particularly important to have a clear and user-friendly process with a good structure for documentation design. At the same time, there is also a clear need for good support for co-writing.

The project has gathered needs from internal users, external contacts and inhabitants. These needs, together with the process map, the Principles for IT support for case processing and NOARK 5, form the basis for the requirements for the new system.

The contracting authority expects that the use of the new case management system will, over time, largely depend on how good the future system meets the users' needs, as well as the price model for using the system. We have observed that several trade units in the municipality have chosen trade specific case management systems due to a lack of functionality in the current system. At the same time the Contracting Authority is following the developments in platform system in the market, as regards case management functionality and new options for flexibility. The combination of this means that the Contracting Authority expects the number of users of the new case management system will increase at the start, but could go down in the long term.

Varighet: 36 måneder
Beskrivelse av fornyelser:

The contract will be valid for 3 years and it can be renewed annually for 12 months.

Juridisk, økonomisk, finansiell og teknisk informasjon
Vilkår for deltakelse
Egnethet til å utøve yrkesvirksomheten:

Requirement: Tenderers shall be a legally established company.

Documentation: Norwegian organisations shall submit a Company Registration Certificate. Foreign companies shall present proof that the tenderer is registered in a company register or trade register in the state where the tenderer is established.

Kontraktutførelse
Vilkår for kontraktoppfyllelse:

The Contracting Authority requires that the tenderer's wages and working conditions are in accordance with generally applicable wage agreements or nationwide wage agreements for the appropriate area covered by the contract. Tenderers shall enclose a self-declaration confirming that wages and working conditions are in accordance with the generally applicable tariff agreements, see Annex 1, the Tender letter. Tenderers and relevant subsuppliers shall, when requested in the contract period, document the wages and working conditions of employees who contribute to fulfil the contract. The Contracting Authority reserves the right to impose requisite sanctions if the tenderer or any subsuppliers do not comply with the contractual clause on wages and working conditions.

Prosedyre
Rettslig grunnlag: 32014L0024
Tidspunkt for mottak av tilbud: 12:00
Språk som tilbud eller forespørsler om deltakelse kan sendes inn på: norsk 🗣️
Tilbudets gyldighetsperiode: 6 måneder

Oppdragsgiver
Identitet
Nasjonalt registreringsnummer: 942110464
Kontakt
Kontaktpunkt: Anne Helen Berg
Adresse til kjøperprofilen: https://www.trondheim.kommune.no/ 🌏
URL for dokumenter: https://permalink.mercell.com/84179353.aspx 🌏
Navn på tildelende myndighet: Mercell Norge AS
Postadresse: Karihaugveien 89
Poststed: Oslo
Postnummer: 1086
E-post: support@mercell.com 📧

Utfyllende informasjon
Klageinstans
Navn: Kofa
Poststed: Bergen
Land: Norge 🇳🇴
Kilde: OJS 2018/S 160-367623 (2018-08-21)

Kunngjøring om tildeling av kontrakt (2018-11-26)
Gjenstand
Metadata for kunngjøring
Dokumenttype: Kunngjøring om tildeling av kontrakt

Prosedyre
Tilbudstype: Ikke aktuelt

Referanse
Datoer
Sendt dato: 2018-11-26 📅
Publiseringsdato: 2018-11-28 📅
Identifikatorer
Kunngjøringsnummer: 2018/S 229-524986
Refererer til kunngjøring: 2018/S 160-367623
OJ-S-utgave: 229
Tilleggsinformasjon

An extended justification for cancelling the tender contest is added under the section for additional information given in the original tender notice in Mercell/Doffin/Ted.

Gjenstand
Anskaffelsens omfang
Kort beskrivelse:

New information 22.11.2018: Trondheim municipality is cancelling the call for tenders for IT support for case management due to changed premises and commercial conditions. See the separate letter under the tab "tilleggsinformasjon" ("additional information") containing an extended justification for cancelling the tender contest.

Prosedyre
Tildelingskriterier
Kvalitetskriterium (navn): Quality of the tendered system
Kvalitetskriterium (vekting): 38
Kvalitetskriterium (navn): Ability to deliver
Kvalitetskriterium (vekting): 32
Kvalitetskriterium (navn): Continuous operation, maintenance, user support and service level
Kvalitetskriterium (vekting): 5
Pris (vekting): 25
Kilde: OJS 2018/S 229-524986 (2018-11-26)

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