Drammen, Svelvik and Nedre Eiker municipalities shall merge into 1 municipality (called New Drammen) from 1.1.2020. A system shall be procured for case management, archive and quality assurance for the new municipality. The procurement shall be a cloud based system with functions for case management and archiving in accordance with the Noark standard.

The system shall be implemented in each of the municipalities from 2018 and be a part of New Drammen from 1.1.2020. Over the course of the implementation, the system shall be used in all the relevant units that will be a part of New Drammen, including the units where the municipalities have an ownership share (municipal companies, inter-municipal companies, etc.).

The number of inhabitants covered by the system is estimated to be approx. 100 000, with an expected increase to 111 000 in the contract period. Per 2017, the inhabitant figures for the 3 municipalities are as follows:

Drammen: 68 363;

Nedre Eiker: 24 718;

Svelvik: 6 653.

Svelvik, Nedre Eiker and Drammen municipalities (the Contracting Authority) will be merged from 1.1.2020 and they are working strategically to facilitate the administrative services for the new large municipality. The facilitation of the municipalities' digital platforms and systems is a major and comprehensive sub-project in the merger work. There are clear expectations that the New Drammen municipality shall be a pioneer municipality in digital services and systems in Norway. Strategic and practical organisation of the system portfolio that shall support the service deliveries is a central part of the preparations.

It is in this context that the municipalities would now like to procure a new system for case management, archive and quality assurance.

The procurement shall cover the necessary functionality to operate uniform quality assurance, administrative case management, political meeting and selection proceedings, journalling and archiving documentation in the respective municipalities, inter-municipal cooperation systems, as well as for New Drammen from 1.1.2020.

The contracting authority shall procure a cloud based system with functions for case management and archiving in accordance with the Noark standard. The system shall be connected to the municipalities' middle-ware with the intention of facilitating for integration with pre-systems/trade systems for collecting, maintaining and storing documentation that must be kept.

The system shall, amongst other things, include functionality for:

— Electronic processes in case management,

— Document production, also based on templates,

— Communication and interaction (internally and externally),

— Searches and retrieval,

— Archiving, archive management, cassation, depositing and delivery,

— Meeting and selection proceedings,

— Management, quality assurance and control,

— Approval, signing and encryption of documents,

— Screening, security and access control,

— Flexibility as regards organisational and technological structure,

— Catch of documentation that does not have to be recorded,

— Catch from administrative professions, pre-systems and support systems,

— Making documentation available through an established access system and

— Access to and influence in own cases for inhabitants.

It is important for the Contracting Authority that the new system contributes to case management being more efficient, as well as providing better services. The quality of use is central for the municipalities' users and it is important to ensure widespread use. Good support for registering and archiving shall reduce opportunities for errors. The current pre-systems and trade systems shall be more closely integrated with the archive systems in order to reduce the number of manual operations. The new system shall enable automatic repeated processes.

The procurement also includes services to support the Contracting Authority with the implementation of strategic targets for quality assurance, case management and archiving, including:

— Configuration and facilitation of the system to support the Contracting Authority's guidelines for information management,

— Integration with other systems, including pre-systems and trade systems,

— Migration of historical archives,

— Implementation of the system, and

— Training and second line support.

The different municipalities currently have a certain degree of system support for quality work, but a system shall now be procured for uniform quality assurance work. This means taking care of the municipalities' management, main and support processes, closely integrated with case management and the case management processes.

The number of inhabitants covered by the system is estimated to be approx. 100 000, with an expected increase to 111 000 in the contract period. Per 2017, the inhabitant figures for the 3 municipalities are as follows:

Drammen: 68 363;

Nedre Eiker: 24 718;

Svelvik: 6 653.

See all of the tender documentation, including annexes, for further details and information.