Competition implementation tool/Contract management tool

Kort beskrivelse

The Kongsberg region, with accompanying organisations, shall procure a competition implementation tool (hereafter called KGV) and a contract follow-up tool (hereafter called KAV) for public procurements.

We would like one system for both functions as it is not considered appropriate to have several systems for this. We have limited resources, and we have many users. Therefore, we need the most seamless system to ensure good continuity throughout the entire procurement and contract process.

The Kongsberg region currently employs both Mercell MSS and Artifik as KGV. Mercell MSS has been in use since 2019, while Artifik has been a trial subscription in 2025.

In 2024 we carried out 31 procurements, of which 17 parts I, 3 parts II and 11 part III.

So far in 2025 we have carried out or started 16 procurements, of which 6 part I, 1 part II and 9 part III.

Kongsbergregionen's central purchasing consultants shall have a general role in the procurement organisation, so we need these (2 persons), as well as procurement contacts in four of the municipalities (four persons per day) must have access to all of the organisations ́us licences to run announcements for one or several municipalities in the organisation.

See the illustration in Annex 2. Requirement specifications for detailed explanation of distribution and roles.

We need a flexible system that can transfer and/or change the license set up simply and quickly, as we are a procurement cooperation in development.

Furthermore, each municipality must have the possibility of giving editing rights to internal resources. See detailed information on this in annex 2. Requirement specifications.

KGV shall mainly be used for the publication of competitions and the possibility for tenderers to submit tenders electronically, as well as to use an overview of contracts as well as contract follow-up. The tool must be adapted to the procurement regulations so that competitions can be announced after all legal procedures, including mini-competitions.

Tenderers must ensure that the system is maintained and updated in the event of legal changes, and that maintenance/updates are notified to the Kongsberg region.

In the case of KAV, this must ensure a seamless transfer of the awarded contract to this part of the system. It shall be possible to keep an overview of the contract portfolio, options for setting up different notifications and the possibility to post contract follow-up activities (also manually). The system must have an option for electronic signing of signed contracts.

The Kongsberg region uses Elements as its archive system and integration with the archive system must be possible (see the section on options in annex 2. Requirement specifications).

The system shall, as mentioned, mainly benefit from the announcement of competitions and receipt of tenders, as well as an overview of contracts and agreement follow-up. The expectations as described above are minimum expectations, but if the system includes functions beyond this, the Kongsberg Region also wants access to these.

Tenderers shall submit their best tender.

We will use an SSA-L for this procurement.

Tenderers are requested to submit a tender with this set-up:

1. Completed tender letter

2. Completed price form

3. Completed description of the offered solution, as requested in the requirement specification (can be answered in the requirement specification or as separate annexes).

4. Censured tenders (see annex 8 'sladding guidelines').

Attachment:

1. Tender letter - template

2. Requirement Specifications

3. Price Form

4. Data Processing Contract

5. Data processing agreement annex

6. SSA-L

7. SSA-L Annex

8. Guidelines for sladding