Dienstleistungen - 336783-2022

22/06/2022    S119

Norway-Askim: Document management services

2022/S 119-336783

Voluntary ex ante transparency notice


Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority/entity

I.1)Name and addresses
Official name: Indre Østfold kommune
National registration number: 920 123 899
Postal address: Rådhusgata 22
Town: Askim
NUTS code: NO082 Viken
Postal code: 1830
Country: Norway
Contact person: Per Erik Skogan
E-mail: per.erik.skogan@io.kommune.no
Internet address(es):
Main address: https://www.io.kommune.no/
I.4)Type of the contracting authority
Regional or local agency/office
I.5)Main activity
General public services

Section II: Object

II.1)Scope of the procurement

Voluntary ex-ante transparency notice - upgrade of a case/archive system in Indre Østfold Municipality

Reference number: 22/52
II.1.2)Main CPV code
72512000 Document management services
II.1.3)Type of contract
II.1.4)Short description:

Indre Østfold Municipality intends to sign a continuing service contract (3 years fixed + continuing with notice) with Acos AS for upgrades to the current Acos WebSak to a cloud based system. The contract involves cloud operation, maintenance, and user support connected to ACOS WebSak with sub-modules. This is an upgrade to the current case and archive system for Indre Østfold Municipality, delivered as a new delivery model. ACOS AS will be responsible in the new delivery model for all assignments connected to the operation of the platform and the system. At the same time, this means that the current contract between ACOS AS and Indre Østfold Municipality will be replaced when the upgrade is in place.

II.1.6)Information about lots
This contract is divided into lots: no
II.1.7)Total value of the procurement (excluding VAT)
Value excluding VAT: 3 300 000.00 NOK
II.2.2)Additional CPV code(s)
48311100 Document management system
48329000 Imaging and archiving system
48400000 Business transaction and personal business software package
48445000 Customer Relation Management software package
72000000 IT services: consulting, software development, Internet and support
72200000 Software programming and consultancy services
72250000 System and support services
II.2.3)Place of performance
NUTS code: NO082 Viken
II.2.4)Description of the procurement:

The upgrade, based on the current archive core, shall contribute to a more functional and future-oriented system from server to cloud system, where the supplier shall ensure the new delivery model for all assignments related to the operation of platform and system. The objective of the upgrade is to develop opportunities and benefits with a case processing and archive system that the municipality can benefit from in the form of both internal and external work processes. The upgrade builds on the same product/system, wth an upgrade from Websak Fokus to Websak +, document processor to a document server, as well as some additional options. The migration of a production database and 16 historical databases is included in the delivery. There are no other actors that can make the existing case and archive system available and migrate it in an easy and flexible way. It will be technically impossible for a different supplier to achieve an implementation without large costs in training and with a large organisational liability on the contracting authority when changing the trade system.

II.2.5)Award criteria
II.2.11)Information about options
Options: no
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section IV: Procedure

IV.1.1)Type of procedure
Award of a contract without prior publication of a call for competition in the Official Journal of the European Union in the cases listed below
  • The procurement falls outside the scope of application of the directive


There are no other tenderers who can migrate our existing Websak case and archive system from a server to a cloud system, with the comprehensive services that the supplier offers for the operation of the systems, cf. § 13-4 b) no. 2.

IV.1.3)Information about framework agreement
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information

Section V: Award of contract/concession

V.2)Award of contract/concession
V.2.1)Date of contract award decision:
V.2.2)Information about tenders
The contract has been awarded to a group of economic operators: no
V.2.3)Name and address of the contractor/concessionaire
Official name: ACOS AS
National registration number: 922 017 433
Postal address: Trollhaugmyra 15
Town: Straume
NUTS code: NO0A2 Vestland
Postal code: 5353
Country: Norway
The contractor/concessionaire will be an SME: no
V.2.4)Information on value of the contract/lot/concession (excluding VAT)
Initial estimated total value of the contract/lot/concession: 3 300 000.00 NOK
Total value of the contract/lot/concession: 3 300 000.00 NOK
V.2.5)Information about subcontracting

Section VI: Complementary information

VI.3)Additional information:

Any objections to this contract being signed must be sent to the contracting authority by 28.06 at 12:00. The contact person is given in the voluntary ex-ante transparency notice point I.1.

Mercell notice: https://opic.com/id/afzqungfis.

VI.4)Procedures for review
VI.4.1)Review body
Official name: Follo og Nordre Østfold tingrett
Town: Mysen
Country: Norway
VI.5)Date of dispatch of this notice: