IT Equipment, AV Systems and Lifecycle Services Framework

LOT-0001

Framework agreement for IT hardware, AV equipment and life cycle services.

Background and need OFA IKS plans to enter into a new framework agreement for IT hardware and the accompanying services on behalf of the municipalities, the county and other participating entities. The aim is to ensure efficient, predictable and cost efficient access to modern IT equipment and the accompanying services throughout the entire contract period. The current contract has an annual turnover of approx. The contracting authorities have different needs, organisation and ordering patterns. The contract shall therefore facilitate both ongoing individual orders and large summary and volume orders. Estimated volume and expected call-offs The stated volume in the price and product form is the estimated annual volume that will be used for evaluating the tenders and to visualise the expected scope of the framework agreement. The volumes do not involve any purchasing obligations and shall not be understood as the expected turnover in each calendar year. Kristiansand municipality is, by the start of the framework agreement, bound by a separate contract and joins the framework agreement 3 November 2027. The stated volume for Kristiansand municipality is for a complete year. A lower call-off from Kristiansand municipality must therefore be expected in 2027 than the stated annual volume. The volumes for ICT Agder are based on the estimated annual need. For LaptopS 1 and Laptop PC 2, it is assumed that approx. 50 percent of the annual volume will be covered before the new framework agreement is started. The remaining needs are expected to be covered in the new framework agreement. The stated evaluation volume is nevertheless the estimated annual volume and is not reduced as a result of the expected lower call-offs in 2027. For LaptopS 3 and Laptop PCs 4, larger orders normally take place before the coming school year. Needs connected to the start of the school year in 2027 can therefore be ordered on the existing contract in 2026 and will, in such a case, not be available for the new framework agreement in 2027. Equivalently, orders made autumn/winter 2027 for a new framework agreement can be connected to the start of school 2028, with delivery and invoicing in 2028. Tablets are planned to be ordered after the new framework agreement has come into force. Standard assortment, order and price. The contract shall have a standardised and needs adapted standard assortment that covers most of the contracting authorities ́ continuous needs. The standard assortment shall be the primary procurement assortment, and most of the purchases are expected to be made directly from this assortment to the agreed prices and terms. The contract shall not be based on the Contracting Authorities regularly having to carry out special price enquiries, collecting needs or making larger individual orders in order to achieve competitive prices. The prices and terms for the standard assortment shall therefore be competitive also for regular ongoing orders. The standard assortment will be determined and administered by OFA as the contract owner and reviewed as a main rule every six months in cooperation with the Contracting Authorities and the Supplier. The aim is to ensure that the assortment over time is adapted to the contracting authorities ́needs, technological development and the market. Tenderers shall, among other things, contribute with product information, market insight, technical advice, manufacturer dialogue and proposals for products. The biannual review also follows the structure of the requirement specifications The tenderer shall actively work on manufacturer negotiations and utilisation of the Contracting Authorities ́ total volume in order to achieve competitive prices and terms. OFA shall have the necessary insight into the price documentation so that prices can be tested. Price determination, price regulation, documentation and control are in accordance with the contract ́s price and payment terms. The contracting authorities have different ordering processes and procurement practice. Orders shall therefore be able to be made through different systems adapted to each contracting authority ́s need, including electronic commerce, internet shop and other agreed ordering channels. There is a need for, among other things, customer specific assortments, role and access management, approval flow and traceability from ordering to delivery. Deliveries shall be able to occur both to central IT units and to different delivery locations. Some contracting authorities place ongoing orders throughout the year, whilst others increase the need for larger volume or period orders. The contract shall therefore be flexible and support different ordering and delivery needs. Climate and environment OFA combines absolute climate and environmental requirements with climate and environment as the award criteria, cf. the Procurement Act § 5 b. The requirements ensure a binding minimum level throughout the contract period, i.a. for lifetime, repairability, re-use, environmental marking and emission free transport. The award criteria premieres documented additional value beyond the minimum requirements. OFA considers that this combination produces better climate and environmental effect than 30 percent weighting alone. The estimated contract start is 1 March 2027.