EEA and Schengen database case management system

EEA and Schengen database case management system is intended to help fulfill the political ambitions for EEA and Schengen work by facilitating early involvement and influence. Furthermore, it aims to ensure the effective, correct, and timely implementation of EEA regulations in Norwegian law, and to provide correct and relevant information …

CPV: 72000000 IT services: consulting, software development, Internet and support, 72227000 Software integration consultancy services, 72254000 Software testing, 72261000 Software support services, 72262000 Software development services, 72265000 Software configuration services, 72267100 Maintenance of information technology software, 72510000 Computer-related management services
Place of execution:
EEA and Schengen database case management system
Awarding body:
Ministry of Foreign Affairs
Award number:
23/7560

1. Buyer

1.1 Buyer

Official name : Ministry of Foreign Affairs
Legal type of the buyer : Central government authority
Activity of the contracting authority : General public services

2. Procedure

2.1 Procedure

Title : EEA and Schengen database case management system
Description : EEA and Schengen database case management system is intended to help fulfill the political ambitions for EEA and Schengen work by facilitating early involvement and influence. Furthermore, it aims to ensure the effective, correct, and timely implementation of EEA regulations in Norwegian law, and to provide correct and relevant information to the parliament, Stortinget. It must also facilitate good and efficient work processes, as well as good information about the EEA to Norwegian businesses and citizens. The purpose of the procurement is to establish agreements with a single total supplier who can deliver the EEA and Schengen database case management system as a SaaS service that covers the desired functions, security, integrations, and interfaces, provide necessary support and maintenance, as well as operation over its lifetime. There is a need to convert data from existing systems to the SaaS service. The agreements contain a number of options for the customer, including the implementation of new user stories and the transfer of all or parts of the solution to the customer’s tenant. The services must be able to be further developed to remain relevant, for example, to meet new regulations, emerging needs, and changed work processes. For a more detailed description of the deliveries, see Appendix 1 to the agreements.
Procedure identifier : 9d86995e-b728-4364-8577-973aff4a823e
Internal identifier : 23/7560
Type of procedure : Negotiated with prior publication of a call for competition / competitive with negotiation
The procedure is accelerated : no
Justification for the accelerated procedure :
Main features of the procedure :

2.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 72000000 IT services: consulting, software development, Internet and support
Additional classification ( cpv ): 72227000 Software integration consultancy services
Additional classification ( cpv ): 72254000 Software testing
Additional classification ( cpv ): 72261000 Software support services
Additional classification ( cpv ): 72262000 Software development services
Additional classification ( cpv ): 72265000 Software configuration services
Additional classification ( cpv ): 72267100 Maintenance of information technology software
Additional classification ( cpv ): 72510000 Computer-related management services

2.1.2 Place of performance

Anywhere in the European Economic Area
Additional information : Meetings shall mainly be held at the Ministry.

2.1.3 Value

Estimated value excluding VAT : 51 000 000 Norwegian krone

2.1.4 General information

Additional information : The procurement ́s estimated value includes the project phase up until put into operation and eight years in operation, including various further developments etc.
Legal basis :
Directive 2014/24/EU

2.1.6 Grounds for exclusion

Analogous situation like bankruptcy under national law : Is the supplier in a situation where he has been forced debt arrangement? Specify why, under the mentioned circumstances, one is able to carry out the contract, considering the current national provisions and measures for continuing the business activities? It is not necessary to provide this information if rejection of tenderers made mandatory in accordance with the current national law without the possibility for exceptions.
Bankruptcy : Is the tenderer in a bankruptcy situation? Specify why, under the mentioned circumstances, one is able to carry out the contract, considering the current national provisions and measures for continuing the business activities? It is not necessary to provide this information if rejection of tenderers made mandatory in accordance with the current national law without the possibility for exceptions.
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.
Arrangement with creditors : Is the supplier in a situation where he has been forced debt arrangement? Specify why, under the mentioned circumstances, one is able to carry out the contract, considering the current national provisions and measures for continuing the business activities? It is not necessary to provide this information if rejection of tenderers made mandatory in accordance with the current national law without the possibility for exceptions.
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)
Agreements with other economic operators aimed at distorting competition : Has the tenderer entered into agreement(s) with other tenderers with the intention of turning the competition?
Breaching of obligations in the fields of environmental law : Is the tenderer aware of breaches of environmental provisions as stated in national law, the relevant notice or procurement documents or Article 18 (2) of Directive 2014/24/EU.
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).
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).
Child labour and 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).
Insolvency : Is the tenderer in an insolvency situation? Specify why, under the mentioned circumstances, one is able to carry out the contract, considering the current national provisions and measures for continuing the business activities? It is not necessary to provide this information if rejection of tenderers made mandatory in accordance with the current national law without the possibility for exceptions.
Breaching of obligations in the fields of labour law : Is the tenderer aware of breaches of provisions on working conditions as stated in national law, the relevant notice or procurement documents or Article 18 (2) of Directive 2014/24/EU.
Assets being administered by liquidator : Specify why, under the mentioned circumstances, one is able to carry out the contract, considering the current national provisions and measures for continuing the business activities? It is not necessary to provide this information if rejection of tenderers made mandatory in accordance with the current national law without the possibility for exceptions.
Guilty of misrepresentation, withheld information, unable to provide required documents and obtained confidential information of this procedure : Have the tenderer:a) given grossly incorrect information when notifying the information required to verify that there is no basis for rejection, or of the qualification requirements being met,b) failed to provide such information,c) subject to immediately submitting the supporting documents requested by the Contracting Authority, ord) improperly affecting the Contracting Authority's decision process to acquire confidential information that could give this an unlawful advantage in connection with competition, or negligently has given misleading information that can have a significant influence on decisions on rejection, selection or award?
Purely national exclusion grounds : Public Procurement Regulations: - § 24-2 (2). This provision states that the contracting authority shall reject a tenderer when it is apparent that the tenderer has been legally convicted or has accepted a wrought for the stated punishable conditions. The requirement that the contracting authority shall reject tenderers who have accepted a wreap for the stated punishable conditions is a distinctively Norwegian requirement. - § 24-2 (3) letter in. The rejection reason in the ESPD form only concerns serious errors in professional practice, whilst the Norwegian rejection reason also includes other serious errors that can lead to doubt about the tenderer's professional integrity.
Conflict of interest due to its participation in the procurement procedure : Are tenderers aware of a conflict of interest as stated in national law, the relevant notice or procurement documents?
Direct or indirect involvement in the preparation of this procurement procedure : Has the tenderer or an entity associated with the supplier advised the contracting authority or in another way been involved in the planning of the competition?
Guilty of grave professional misconduct : Has the tenderer committed serious errors in professional practice? If relevant, see the definitions in national law, the relevant notice or procurement documents.
Early termination, damages or other comparable sanctions : Has the tenderer committed significant breaches of contract in connection with the fulfilment of a previous public contract, a previous contract with a public contracting authority or a previous concession contract, where the breach has led to the cancellation of the contract, compensation or other similar sanctions?
Breaching of obligations in the fields of social law : Is the tenderer aware of breaches of provisions on social conditions as stated in national law, the relevant notice or procurement documents or Article 18 (2) of Directive 2014/24/EU.
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?
Business activities are suspended : Specify why, under the mentioned circumstances, one is able to carry out the contract, considering the current national provisions and measures for continuing the business activities? It is not necessary to provide this information if rejection of tenderers made mandatory in accordance with the current national law without the possibility for exceptions.
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?
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.

5. Lot

5.1 Lot technical ID : LOT-0000

Title : EEA and Schengen database case management system
Description : EEA and Schengen database case management system is intended to help fulfill the political ambitions for EEA and Schengen work by facilitating early involvement and influence. Furthermore, it aims to ensure the effective, correct, and timely implementation of EEA regulations in Norwegian law, and to provide correct and relevant information to the parliament, Stortinget. It must also facilitate good and efficient work processes, as well as good information about the EEA to Norwegian businesses and citizens. The purpose of the procurement is to establish agreements with a single total supplier who can deliver the EEA and Schengen database case management system as a SaaS service that covers the desired functions, security, integrations, and interfaces, provide necessary support and maintenance, as well as operation over its lifetime. There is a need to convert data from existing systems to the SaaS service. The agreements contain a number of options for the customer, including the implementation of new user stories and the transfer of all or parts of the solution to the customer’s tenant. The services must be able to be further developed to remain relevant, for example, to meet new regulations, emerging needs, and changed work processes. For a more detailed description of the deliveries, see Appendix 1 to the agreements.
Internal identifier : 23/7560

5.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 72000000 IT services: consulting, software development, Internet and support
Additional classification ( cpv ): 72227000 Software integration consultancy services
Additional classification ( cpv ): 72254000 Software testing
Additional classification ( cpv ): 72261000 Software support services
Additional classification ( cpv ): 72262000 Software development services
Additional classification ( cpv ): 72265000 Software configuration services
Additional classification ( cpv ): 72267100 Maintenance of information technology software
Additional classification ( cpv ): 72510000 Computer-related management services
Options :
Description of the options : The agreements contain a number of options for the customer, including the implementation of new user stories and the transfer of all or parts of the solution to the customer’s tenant. The services must be able to be further developed to remain relevant, for example, to meet new regulations, emerging needs, and changed work processes.

5.1.2 Place of performance

Anywhere in the European Economic Area
Additional information : Meetings shall mainly be held at the Ministry.

5.1.3 Estimated duration

Other duration : Unknown

5.1.5 Value

Estimated value excluding VAT : 51 000 000 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) : yes
Additional information : The procurement ́s estimated value includes the project phase up until put into operation and eight years in operation, including various further developments etc.

5.1.9 Selection criteria

Criterion :
Type : Economic and financial standing
Description : Qualification Requirements: The supplier must have sufficient economic and financial capacity to execute the contract. A credit rating of “Creditworthy without requirement for collateral ” or an equivalent rating, along with operating revenues of at least NOK 8 million excluding VAT for each of the last two years, will always be sufficient. Documentation Requirements: An assessment of creditworthiness, issued by a recognized credit rating agency. The assessment must include the supplier’s credit rating – typically indicated by a rating code or brief text. The assessment must include or be accompanied by an explanation of the rating code, the scale of possible rating codes, and the sub-assessments that form the basis for the rating, as well as annual turnover. The assessment should be based on the latest annual accounts and must not be issued later than six months from the deadline for submission of the offer/request to participate in the competition. The date of issue must be stated in the assessment. If the supplier has a valid reason for not providing a creditworthiness assessment, the supplier can document their economic and financial capacity by submitting any other document deemed suitable by the Minitry. Contact the Ministry through its competition execution tool to agree on what the Ministry considers suitable. If a supplier relies on the capacity of other companies to meet this qualification requirement, the Ministry requires that the supporting company is jointly and severally liable for the execution of the contract. If this is relevant, the supporting company must confirm its joint liability in the request to participate, submit an ESPD form, and a declaration of commitment.
Use of this criterion : Used
Criterion :
Type : Other
Name : Selection criterion 1
Description : Selection criterion 1 The relevance of the experience deliveries in relation to the current procurement. Documentation requirement: Nothing beyond what is to be provided according to the qualification requirement for experience.
Use of this criterion : Used
The criteria will be used to select the candidates to be invited for the second stage of the procedure
Weight (percentage, exact) : 80
Criterion :
Type : Other
Name : Selection criterion 2
Description : Criterion 2: How long the supplier has been responsible for the operation and maintenance in relevant experience deliveries. Documentation requirement: Nothing beyond what is to be provided according to the qualification requirement for experience.
Use of this criterion : Used
The criteria will be used to select the candidates to be invited for the second stage of the procedure
Weight (percentage, exact) : 20
Criterion :
Type : Suitability to pursue the professional activity
Name : Requirement: The tenderer must be a legally established company.
Description : Documentation requirement: • Norwegian companies: Company Registration Certificate or printout from the Enhetsregisteret for non-registration obliged individual companies. • Foreign companies: Confirmation that the company is registered in a trade or business register as prescribed by the law of the country where the company is established. The confirmation can be delivered in writing or with reference to BRIS.
Use of this criterion : Used
Criterion :
Type : Technical and professional ability
Description : Qualification requirement: The supplier must have sufficient experience in delivering case management systems with a similar scope and content of services as requested by the contracting authority in this procurement. By similar scope of services, it is meant that the agreements included the elements of: a. Development/adaptation and put into operation, b. Operation via cloud solution and maintenance, c. Integration with other systems. By similar content of services, it is meant case management in the public sector. Each of the supplier’s experience deliveries does not need to include all the elements mentioned in the scope and content of services, but the experience deliveries must collectively include all the elements. Documentation requirement: Description of the supplier’s minimum three and maximum five most similar deliveries in the last three years, and for each delivery, information about: a. The value of the contract. If the contract includes development/adaptation and put into operation, the supplier must specify the value of the contract up to put into operation. If the contract includes maintenance or operation, the supplier must specify the annual value of the contract. b. The time of delivery/execution. c. Whether it included development/adaptation and put into operation, maintenance, support, and operation via cloud solution. If the delivery included development or adaptation to the customer’s needs, the extent of this must be described in more detail. d. Whether it included integration with other systems, and if so, a description of which systems it is was integrated with. e. What case managemnt is performed in the solution. f. How many caseworkers are involved/shall use the solution, and how many in which entities they are employed. g. The period (from month to month) the supplier has been responsible for the maintenance. h. The recipient of the delivery/customer (name, phone, and email). If the supplier has used subcontractors in the deliveries, the supplier must specify its and the subcontractors’ roles in the deliveries. The Ministry reserves the right to contact the references. A overall assessment of the deliveries specified by the supplier in the qualification request will be made.
Use of this criterion : Used
Criterion :
Type : Technical and professional ability
Description : Qualification requirement: Tenderers must prevail over sufficient personnel resources with sufficient competence. Qualification requirement: The supplier must have sufficient personnel resources with sufficient competence. Having competent personnel in the following numbers per role will always be sufficient: • 2 project managers. • 1 test manager. • 1 architect. • 2 UX designers. • 2 developers - senior consultant (more than 5 years of experience). Documentation requirement: • Description of the education and professional qualifications of the personnel that the supplier has for the roles mentioned on the left. CVs should not be attached.
Use of this criterion : Used
Criterion :
Type : Technical and professional ability
Description : Qualification requirement: The supplier must have an appropriate information security management system. The management system must cover all units and processes included in the delivery. Certification according to ISO/IEC 27001 or an equivalent standard will always satisfy the requirement. Documentation Requirements: • A description of the management system, or a valid certificate or equivalent, issued by an accredited certification body.
Use of this criterion : Used
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

5.1.10 Award criteria

Criterion :
Type : Price
Name : Prices
Description : The Ministry will calculate a total evaluation cost based on the offered prices.
Weight (percentage, exact) : 30
Criterion :
Type : Quality
Name : Functional requirements
Description :
Weight (percentage, exact) : 33
Criterion :
Type : Quality
Name : Non-functional requirements etc.
Description :
Weight (percentage, exact) : 22
Criterion :
Type : Quality
Name : Competence
Description :
Weight (percentage, exact) : 15
Description of the method to be used if weighting cannot be expressed by criteria :
Justification for not indicating the weighting of the award criteria :

5.1.11 Procurement documents

Languages in which the procurement documents are officially available : Norwegian
Deadline for requesting additional information : 22/11/2024 11:00 +00:00

5.1.12 Terms of procurement

Terms of the procedure :
Estimated date of dispatch of the invitations to submit tenders : 02/01/2025
Terms of submission :
Electronic submission : Required
Languages in which tenders or requests to participate may be submitted : Norwegian
Electronic catalogue : Not allowed
Variants : Not allowed
Tenderers may submit more than one tender : Not allowed
Deadline for receipt of requests to participate : 02/12/2024 11:00 +00:00
Terms of contract :
The execution of the contract must be performed within the framework of sheltered employment programmes : No
Electronic invoicing : Required
Electronic ordering will be used : no
Electronic payment will be used : yes

5.1.15 Techniques

Framework agreement :
No framework agreement
Information about the dynamic purchasing system :
No dynamic purchase system
Electronic auction : no

5.1.16 Further information, mediation and review

Review organisation : Oslo District Court

8. Organisations

8.1 ORG-0001

Official name : Ministry of Foreign Affairs
Registration number : 972417920
Postal address : Postboks 8114 Dep.
Town : Oslo
Postcode : 0032
Country : Norway
Contact point : Steinar Lund
Telephone : +47 22249090
Roles of this organisation :
Buyer

8.1 ORG-0002

Official name : Oslo District Court
Registration number : 926725939
Postal address : Postboks 2106 Vika
Town : Oslo
Postcode : 0125
Country : Norway
Telephone : +47 22035200
Roles of this organisation :
Review organisation

11. Notice information

11.1 Notice information

Notice identifier/version : 5e196405-98aa-421c-abe4-a16a27613ad7 - 01
Form type : Competition
Notice type : Contract or concession notice – standard regime
Notice dispatch date : 25/10/2024 13:25 +00:00
Notice dispatch date (eSender) : 25/10/2024 13:30 +00:00
Languages in which this notice is officially available : English

11.2 Publication information

Notice publication number : 00656025-2024
OJ S issue number : 211/2024
Publication date : 29/10/2024