Invitation

The University Chancellor's Office (hereinafter also "UKÄ") hereby invites tenders to be submitted regarding the framework agreement for consultancy support for information management services, including the registrar, archivist and information security consultant.

The procurement is conducted as an open procedure in accordance with the Public Procurement Act (2016: 1145).

The University Chancellor's Office intends, for its needs, to sign a framework agreement with a supplier.

Background

At UKÄ, the Information Management function is responsible for archives, registries and information security. UKÄ has two staff archives working with UKÄ's information management.

Since 2017, UKÄ has worked on calling off and introducing Public 360. UKÄ is now in the phase of finding new working methods and routines that will work with the public 360 diary system.

Mission

UKÄ's need to meet the framework agreement is to have access to relief functions for core functions such as the registry and archives. To be able to strengthen the information management function during periods of high workload or when UKÄ needs to devote resources to prioritize selected tasks. It can also be about having access to skills / resources to solve specific tasks, eg. in the area of information security.

Examples of tasks / areas are UKÄ need consultancy support are:

Registrar consultant as relief in the register (the service used so far most by UKÄ)

Information security assignments, e.g. support with LIS, steering documents.

Review of processes and types of actions with a view to updating the classification structure (independent work)

Thinning investigations (independent work in both paper documents and IT systems)

If necessary, cover up for longer absences / vacancies (registrar, archivist, information security)

The task of the registrar at UKÄ is both extensive and complex and training in the basics is usually estimated at one month. Therefore, it is normally only relevant to longer consultancy assignments at UKÄ with regard to the registrar task, assignments that last several months.

In 2020, UKÄ will need a registrar consultant from the start of the contract. UKÄ will discuss how the authority will handle upcoming assignments with classification and information security with the winning supplier.

Framework agreement period

The agreement is valid from the date of signing of the agreement, but not earlier than 2020-05-01 and two years.

UKÄ may extend the assignment on one or more occasions. As long as possible, the assignment can last for four years after signing a contract.

Termination of an agreement shall be notified in writing by UKÄ at least three (3) months before the expiry of the agreement. Otherwise, the agreement automatically extends.

UKÄ reserves the right to decide on any extension.

Assignments that begin within the framework agreement period must be terminated as if the framework agreement is in force, even if the framework agreement expires when the assignment is completed.

of procedure

Procurement is conducted as an open procedure in accordance with the Public Procurement Act (2016: 1145).

Scope and content

Procurement includes information management services in accordance with the requirements of this tender documentation. The procurement is carried out with the intention of entering into a framework agreement with a supplier.

Tenders must be submitted for the entire framework contract commitment described in the tender documentation.

The services covered by the framework agreement are described in section 3. Requirements for the service.

The estimated volume for assignments within the framework agreement is estimated at SEK 3 million, the maximum volume for the framework agreement is estimated at SEK 6 million.

However, the entered framework agreement does not guarantee a certain volume of assignments, but only serves as a basis for future calls. The estimated volume may thus be both lower and exceeded.