The Financial Authority shall tender a contract for the provision of a common state system (also referred to as KIF) to support the countermanagement, procurement and invoice management process. The system will replace the Economy Board's current procurement and billing solution. The system must be included as part of the Financial Board's system portfolio in the field of economics.

The Financial Board will be direct contracting party with the supplier. Individual governmental authorities and the state self-serving institutions will, when using the system, have to conclude agreements with the Board of Economic Affairs.

For the purposes of handling the above needs, the Board of Economics wishes to provide an established, modern and easy-to-use standard system that is continuously maintained and developed in line with standards and best pratice on the market.

The system shall be able to be developed into and implemented at all State institutions covered by the Accounting Ordinance in force at any time (at the time of contract notice No. 116 of 19.2.2018 with subsequent amendments - or rules supplementing or in whole or in part or in whole or in part replacing this one). At the time of the tender order, 450 state or self-serving institutions covered by the Accounting Order have been identified. The system shall support the application of common state procurement agreements, the use of electronic product catalogues, electronic handling of purchase orders and invoices, and support the efficient organisation of business activities in this field, in accordance with the Economic Board's best practice for digital purchases. Among other things, the system must be integrated with Navision Stat and the State Datavarehus ØSLDV. The system must also be able to apply NEMTrade and the relevant OIO standards in the eCommerce field and be able to support the application of the Common European Peppol Standards. In addition, the System must be able to support transverse consolidation in administrative communities that perform administrative tasks across organizational units both within the individual ministerial area and across ministerial areas, as well as across Navision Stat installations.

The Financial Authority wants to conclude a contract that is expected to include the following benefits in the main.

— Procurement module where users can search catalogs, creation and approval of requisitions, purchase order creation, item receipt and make use of the functionality of E-commerce.

— Contract and vendor management module where contracts can be created is renewed, approved, etc. Suppliers must be able to be created and maintained in the module, just as catalogs and other services are maintained in this module. There will also be a need for this module to handle mini tenders and Internet auctions.

— Billing module where users can create and receive invoices, whether electronic or scanned and subsequently complete an authentication and payment workflow. Credit notes and jerkers must also be able to be handled by this module. Likewise, this module should be able to match invoice and purchase order and make the workflow smooth and easy to handle for individual users and minimize workflow.

— Management and control functionality that enables management information and production management and ensures close follow-up and management of transactions as well as access, including in relation to function separations, authentication hierarchies and user rights

— A number of integrations that, among other things, enable validation of stem data, vendor and uses data and integration with Navision state, Microsoft Dynamics Nav system adapted to the Danish state., etc.

In particular, the supplier's services relate to:

A) Software-as-a-Service:

— The provision of an established, modern and easy-to-use standard solution operated and hosted by the supplier (also referred to as SaaS, Software-as-a-Service, or “on demand”) where no significant adjustments are to be made besides the necessary integrations.

— The system must be web-based so that users can access the System with a browser, and users must be able to effectively complete less complex operations in the System on user interfaces intended for mobile devices such as smartphones and tablets.

B) Further development:

— Further development means, inter alia, changing established integrations and further development of the system outside the delivery project.

C) Other benefits:

— Implementation tools and training and guidance materials relating to the system.

— Consultation services related to the system, such as advising the Board of Economics and training staff of the Board of Economic Affairs.

— Analysis, design, development, setup, configuration and implementation of the system

D) Operation:

— application operation

— network operation

— infrastructure operation

E) Maintenance and support:

— maintenance of the system

— support for users