See the previously published "prior information notice - procurement of an economy system" from 14.11.2012 (Reference no: NOV187451).
Ringerike municipality are now announcing the actual competition for the procurement of an electronic system for handling and supporting the municipality's operations and central entities (ERP, CRM, Wages, HR etc.), hereafter called the "economy system".
The awarding authority would like to use to the greatest degree possible the already developed and tested systems and envisage an operational contract for 4 to 6 years.
Facts on the municipality can be obtained from the municipality's website or by contacting us.
There are three special conditions for this competition that have proved to be very difficult/impossible to specify in enough detail without further knowledge of the tenderer's systems:
(1) Ringerike municipality is assessing two alternatives for the contract: One "Software as a service" (SaaS) system, where the supplier has software and databases installed on its own servers and the municipality uses the system through a logging on portal or similar, where the supplier has continual responsibility for providing a continuous service; or a more more traditional own installation with local storage of all data and possibly support/service/upgrade contracts.
(2) Ringerike municipality would like an option to run the system for other smaller cooperating municipalities or procure a system on behalf of others. Even if discussions with other municipalities have started, it is still unclear as to which other municipalities would like to be included and to what extent this is practical and technically sensible and feasible.
(3) Integration with other systems and possibly conversion of old data, at the same time as it is very important that the installation/start up is done as easily and painfree as possible with as low a risk as possible for extra work and delays. The awarding authority has limited capacity for its own resources in this process.
Based on the above three conditions, the awarding authority has chosen "competitive dialogue" as the procurement procedure. This means that the municipality first carries out a qualification phase (with the aim of picking out relevant suppliers), then we will give out further documentation on the needs and requirements to the qualified suppliers, before "dialogues" are held with each qualified supplier on which systems can be offered and what the municipality wants, in order to find the systems that fulfil our needs. Then the suppliers submit a final tender that will be evaluated as normal.
This is a notice for the qualification phase where we encourage interested suppliers to register their interest and request participation in the competition phase. The awarding authority will qualify a maximum of 5 tenderers and reserves the right to reduce the number to 3 after the first round of system dialogues.
As this is a somewhat unusual competition form, we recommend that you look at the Ministry's guidelines to the rules (also attached as a pdf) point 14.4 s. 184.
The awarding authority is using Mercell Sourcing Service for this tender process. In order to register your interest in this tender and get access to documents you have to click on the link below or copy and paste it into your internet browser
http://permalink.mercell.com/37084658.aspx
Then follow the instructions on the website. All tenders and requests shall be submitted through Mercell and tenders that are received on paper or by e-mail will be rejected, if it has been possible to submit electronically via Mercell.