Additional Agreement: M-Files Collaboration and Documentation Management

The Norwegian Public Roads Administration (Statens vegvesen) intends to enter into a supplementary contract with its existing suppliers, NettPost AS in collaboration with M-Files Oy, for the M-Files content management platform. This procurement concerns an extended use of M-Files across a larger part of the organization and more comprehensive document …

CPV: 48000000 Paquetes de software y sistemas de información, 48100000 Paquetes de software específico de un sector económico, 48300000 Paquetes de software de creación de documentos, dibujo, tratamiento de imágenes, planificación y productividad, 48310000 Paquetes de software de creación de documentos, 48311000 Paquetes de software de gestión de documentos, 72000000 Servicios TI: consultoría, desarrollo de software, Internet y apoyo
Lugar de ejecución:
Additional Agreement: M-Files Collaboration and Documentation Management
Organismo adjudicador:
Statens vegvesen
Número de premio:
24/335029

1. Buyer

1.1 Buyer

Official name : Statens vegvesen

2. Procedure

2.1 Procedure

Title : Additional Agreement: M-Files Collaboration and Documentation Management
Description : The Norwegian Public Roads Administration (Statens vegvesen) intends to enter into a supplementary contract with its existing suppliers, NettPost AS in collaboration with M-Files Oy, for the M-Files content management platform. This procurement concerns an extended use of M-Files across a larger part of the organization and more comprehensive document management, including licenses, data storage, and assistance with customization and implementation. M-Files is currently used by the Norwegian Public Roads Administration to support key areas of its core operations. The solution is utilized for collaboration and management of technical documentation in road operation and maintenance and is being implemented for collaboration and document management in construction projects. The Norwegian Public Roads Administration recognizes the need to adapt the solution to meet internal additional requirements and regulatory demands for long-term document management within the platform.
Procedure identifier : 10156d1a-c820-40f8-8a5d-885466417c5e
Internal identifier : 24/335029
Type of procedure : Negotiated without prior call for competition

2.1.1 Purpose

Main nature of the contract : Supplies
Main classification ( cpv ): 48300000 Document creation, drawing, imaging, scheduling and productivity software package
Additional classification ( cpv ): 48000000 Software package and information systems
Additional classification ( cpv ): 48100000 Industry specific software package
Additional classification ( cpv ): 48310000 Document creation software package
Additional classification ( cpv ): 48311000 Document management software package
Additional classification ( cpv ): 72000000 IT services: consulting, software development, Internet and support

2.1.2 Place of performance

Anywhere in the European Economic Area

2.1.4 General information

Legal basis :
Directive 2014/24/EU

5. Lot

5.1 Lot technical ID : LOT-0000

Title : Additional Agreement: M-Files Collaboration and Documentation Management
Description : The Norwegian Public Roads Administration (Statens vegvesen) intends to enter into a supplementary contract with its existing suppliers, NettPost AS in collaboration with M-Files Oy, for the M-Files content management platform. This procurement concerns an extended use of M-Files across a larger part of the organization and more comprehensive document management, including licenses, data storage, and assistance with customization and implementation. M-Files is currently used by the Norwegian Public Roads Administration to support key areas of its core operations. The solution is utilized for collaboration and management of technical documentation in road operation and maintenance and is being implemented for collaboration and document management in construction projects. The Norwegian Public Roads Administration recognizes the need to adapt the solution to meet internal additional requirements and regulatory demands for long-term document management within the platform.
Internal identifier : 24/335029

5.1.1 Purpose

Main nature of the contract : Supplies
Main classification ( cpv ): 48300000 Document creation, drawing, imaging, scheduling and productivity software package
Additional classification ( cpv ): 48000000 Software package and information systems
Additional classification ( cpv ): 48100000 Industry specific software package
Additional classification ( cpv ): 48310000 Document creation software package
Additional classification ( cpv ): 48311000 Document management software package
Additional classification ( cpv ): 72000000 IT services: consulting, software development, Internet and support

5.1.2 Place of performance

Anywhere in the European Economic Area
Additional information :

5.1.3 Estimated duration

Duration : 6 Year

5.1.6 General information

Procurement Project not financed with EU Funds.
The procurement is covered by the Government Procurement Agreement (GPA) : yes

5.1.10 Award criteria

Description of the method to be used if weighting cannot be expressed by criteria :
Justification for not indicating the weighting of the award criteria : Notice of intent

5.1.16 Further information, mediation and review

Mediation organisation : Oslo tingrett
Review organisation : Oslo tingrett
Organisation providing more information on the review procedures : Oslo tingrett
Organisation whose budget is used to pay for the contract : Statens vegvesen
Organisation executing the payment : Statens vegvesen

6. Results

Direct award :
Justification for direct award : The contract can be provided only by a particular economic operator because of an absence of competition for technical reasons
Other justification : The Norwegian Public Roads Administration intends to enter into an additional contract with existing suppliers, NettPost AS in collaboration with M-Files Oy, for the M-Files content management platform. M-Files is used by the Norwegian Public Roads Administration to support central parts of its core business. The solution is used for collaboration and management of technical documentation in the operation and maintenance of roads and is being introduced for collaboration and documentation management in construction projects. The Norwegian Public Roads Administration sees the need to adapt the solution to meet new needs, as described below: a) Management of archival documentation stored in the solution in accordance with internal needs and regulatory requirements, as well as production of extracts for delivery to the National Archives. b) Making historical documentation available internally and to other road owners. c) Support for new work processes requiring collaboration and preservation of documentation. d) Storage of historical and less time-sensitive documentation. The new need being addressed here through assistance with configuration, customization, development, and implementation of the solution, as well as licenses for new user groups and content storage (due to new needs), can only be provided by the existing supplier M-Files. A competition is therefore not possible as the supplier has exclusive rights to the solution, and for technical reasons with M-Files established in the solution architecture and the integrations already in place. The Norwegian Public Roads Administration believes, ase don assessments and market research conducted in a feasibility study, that it is not likely or reasonable that another supplier can provide a solution that meets the additional needs for more users to collaborate, retrieve, and reuse documentation made available in the solution already acquired along with production data, and manage this over time in accordance with needs and regulatory requirements. An integrated additional solution does not appear to be a reasonable alternative, even if it were possible. This would involve the procurement, establishment, and implementation of a new solution in parallel with associated investment and a complex and cost-driving architecture with integrations and/or duplication of data and content, as well as the establishment of an operation and management organization for an additional solution. The alternative would be to change the supplier and solution, which would not be a reasonable alternative. This would mean that all the establishment work that has been ongoing for over 2 years and has been in line with needs and requirements from the completed competition would have to be redone with another solution/supplier. Additionally, there are new needs and requirements from the additional contract. In the previous competition, M-Files was identified as the most advantageous offer, and none of the other suppliers in the competition had functionality as described in the additional needs as part of their solution. The Norwegian Public Roads Administration has not received any indication that this has changed, and a new supplier would therefore also have to make adjustments and developments. Based on the circumstances described, the Norwegian Public Roads Administration believes that in this case, a procurement without competition can be carried out, as the conditions in FOA § 13-4 letter b) no. 2 and no. 3 are met. The Norwegian Public Roads Administration reserves the right to secure funding.

6.1 Result lot ldentifier : LOT-0000

6.1.2 Information about winners

Winner :
Official name : NettPost AS
Tender :
Tender identifier : 24/335029
Identifier of lot or group of lots : LOT-0000
Value of the result : 111 000 000 Norwegian krone
The tender was ranked : no
Subcontracting value is known : no
Subcontracting percentage is known : no
Contract information :
Identifier of the contract : 24/335029
The contract is awarded within a framework agreement : no

8. Organisations

8.1 ORG-0001

Official name : Statens vegvesen
Registration number : 971032081
Department : Fellesfunksjoner
Postal address : Skoggata 19
Town : Moss
Postcode : 1500
Country : Norway
Contact point : Ebbe Sørensen
Telephone : +47 46936783
Internet address : https://www.vegvesen.no
Roles of this organisation :
Buyer
Organisation whose budget is used to pay for the contract
Organisation executing the payment

8.1 ORG-0002

Official name : Oslo tingrett
Postal address : C.J. Hambros plass 4
Town : Oslo
Postcode : 0125
Country : Norway
Telephone : +47 22035200
Roles of this organisation :
Review organisation
Organisation providing more information on the review procedures
Mediation organisation

8.1 ORG-0003

Official name : NettPost AS
Size of the economic operator : Medium
Registration number : 976252764
Department : Lysaker
Town : Oslo
Country : Norway
Telephone : 67110900
Roles of this organisation :
Tenderer
Winner of these lots : LOT-0000
The winner is listed on a regulated market

10. Change

Version of the previous notice to be changed : 517cdf8d-30e2-4d1b-9ead-f94817d81436-01
Main reason for change : Publisher correction
Description : The change is made due to incorrect information about the supplier and incorrect reference to the justification for the additional contract

10.1 Change

Section identifier : ORG-0003

10.1 Change

Section identifier : PROCEDURE

10.1 Change

Section identifier : LOT-0000

10.1 Change

Section identifier : RESULT

11. Notice information

11.1 Notice information

Notice identifier/version : d6ae97d2-3810-4647-8392-cf57b5b6029c - 01
Form type : Direct award preannouncement
Notice type : Voluntary ex-ante transparency notice
Notice dispatch date : 17/12/2024 15:48 +00:00
Notice dispatch date (eSender) : 17/12/2024 19:01 +00:00
Languages in which this notice is officially available : English

11.2 Publication information

Notice publication number : 00778469-2024
OJ S issue number : 247/2024
Publication date : 19/12/2024