Education administrative system for Lillehammer, Øyer and Gausdal

Lillehammer, Øyer and Gausdal municipalities are carrying out a joint procurement of education administrative systems for the municipalities ́ services in nurseries, primary and lower secondary schools with before-and-after-school care, educational-psychological services (PPT) and adult education. The procurement will be carried out in cooperation with the municipalities ́ joint ICT supplier IKOMM AS, who can assist with mercantile execution and project management. The education area in the three municipalities combined constitutes a comprehensive and socially critical service area with considerable complexity and large requirements for efficient interaction, information security and long-term development of the systems. The municipalities have a total of approx. 41,000 inhabitants and an education area consisting of municipal and private nurseries, primary and secondary schools, before-and-after-school care, PPT services and adult education. The procurement will be carried out as a negotiated procedure in accordance with part III of the regulations (EEA notice) and based on SSA-L with the accompanying annexes. The municipalities have chosen a modular procurement strategy to facilitate the best possible combination of functionality, quality, user friendliness and further development within the different disciplines. The procurement is therefore divided into the following sub-contracts: * Sub-contract 1 - Nursery administration * Sub-contract 2 - Primary and secondary schools and before-and-after-school care * Sub-contract 3 – PPT * Sub-contract 4 - Adult education Tenderers can submit tenders for one, several or all sub-contracts. Each sub-contract will be evaluated, assessed and awarded individually. The contracting authority reserves the right to enter into a contract with one or several tenderers. At the same time, the municipalities would like to ensure uniform and future orientated system architecture across the sub-contracts. Integrations, interface and interaction between the systems will therefore be a central theme in the competition. Tenderers shall describe how the systems support interaction between the sub-contracts, as well as integration with other municipal system portfolios and relevant national joint components. Separate requirement documents (Annex 1) have been prepared for each of the 4 sub-contracts in addition to the common requirement areas. The requirements will describe the functional, technical and integration needs within each discipline. The municipalities attach great importance to information security, privacy and the suppliers ́ ability to long-term further development of the systems. The systems shall support the processing of sensitive personal data for children, pupils and users of the services, and at the same time facilitate efficient and user friendly work processes for employees, guardians and administration. The procurement shall contribute to modernising and further development of the municipalities ́ digital education services, with the aim of increasing quality, better interaction and more efficient administrative processes over time.

Tenderers shall be a legally established company and registered in a company register, professional register or trade register in the country where the tenderer is established. Documentation requirements: Norwegian tenderers shall enclose a company registration certificate from the Brønnøysund Register Centre. Foreign tenderers shall submit equivalent documentation from the public company register in the country where the business is established.

The sub-agreement includes systems for student administration and school administrative processes within primary and secondary schools and before-and-after-school care services (SFO). The system shall support central work processes connected to student management, school administration, absence, communication, school-home collaboration, reporting and administration of before-and-after-school care. The municipalities would like systems that support uniform and user friendly work processes for administration, school management, employees, pupils and guardians. Emphasis will be put on flexibility, integration ability and support for further digitalisation of the education area.

Tenderers must have sufficient economic and financial capacity to fulfil the contract for the sub-contracts that the tenderer is seeking qualification for. Tenderers shall be credit worthy without a requirement for provision of security. Documentation requirements: Tenderers shall provide a credit rating or credit rating from an approved credit information company based on the last available accounting figures. The Contracting Authority can, in addition, obtain or request Annual Financial Statements, notes, the auditor's report and other relevant financial documentation. For recently established companies or suppliers where a credit rating does not provide sufficient basis, the tenderer can document financial capacity in another suitable manner, for example, by a parent company guarantee, bank guarantee or other binding documentation. The company that the tenderer will use must document that it meets the requirement.

The sub-agreement includes systems for educational-psychological services (PPT) for Lillehammer, Øyer and Gausdal municipalities. The PPT services handle a broad spectrum of work processes and types of cases connected to follow-up, assessment and documentation for children and youths. The system shall support case handling, documentation, follow-up, interaction and reporting within the service area. The municipalities particularly focus on information security, privacy and support for efficient and flexible work processes. The system shall be able to interact with other education administrative systems and relevant municipal trade systems.

Tenderers shall have relevant experience from deliveries of education administrative systems or equivalent trade systems of comparable complexity. Experience from Norwegian municipalities or other public sector will be emphasised. Documentation requirements: Tenderers shall state a minimum of three and a maximum of five relevant reference projects from the last five years. The references shall, as a minimum, state: * customer/contracting authority * gender neutral preferred at the reference customer * contract period * scope and value, if stated * which sub-areas/modules were delivered. * number of users/municipalities or equivalent extent. * the tenderer's role in the delivery * establishment/migration * integrations * operation, support and further development The contracting authority reserves the right to contact the references and to obtain their own experience from relevant deliveries.

The sub-agreement comprises systems for administration and follow-up within adult education and will be carried out as an option. The system shall support central administrative processes connected to pupil administration, course and teaching follow-up, reporting and communication. The municipalities want flexible systems that can be adapted to changes in organisation, rules and service needs over time. Interaction with other education administrative systems and integration with municipal support systems will be important.

Tenderers shall have sufficient technical and professional capacity to establish, operate, support, maintain and further develop the systems throughout the contract period. Documentation requirements: Tenderers shall describe: * Organisation and Manpower * relevant professional environments * Implementation Team * support and management organisation * development environment/product team * key competence * Capacity for the sub-contracts that the tenderer is applying for qualification for