Part A: Work operations in the system
The town council's office in Bergen municipality, the town council secretariat in Trondheim municipality and the town council's secretariat in Oslo municipality are responsible for holding the municipal council and parliamentary elections in each municipality. For each election Bergen municipality recruits approx. 1 000 persons, Trondheim municipality 500 persons and Oslo municipality approx. 2 500 persons for various positions and locations.
The aim of the procurement is to work out a personnel administrative system for the recruitment and administration of personnel involved in the municipal council and parliamentary elections. Oslo, Bergen and Trondheim municipalities have used different systems to recruit and administer election employees. The aim is now to procure a joint electronic system that all three municipalities can use. This is meant to save work and it shall simplify routines before, during and after the election. The municipalities must be able to make call-offs on the system at different times.
The system shall be used by both those dealing with applications in the three municipalities and by persons who apply/are awarded work. The supplier must be able to cooperate with the municipalities'internal IT resources and keep to the municipalities'guidelines for ICT.
The manpower system shall help us with the following work operations:
1. Recruiting election employees
The municipalities shall recruit employees for various positions and locations. There must be room for local adjustments as regards the division and administration of applicants/employees in the system, as Bergen and Trondheim municipalities administer the entire recruitment process centrally, whilst Oslo municipality delegates parts of the process to its town districts. It is important that the system can separate, but also collocate, information on the recruitment process.
The process shall mainly start by an applicant registering an application electronically, alternatively it is registered by an administrator of the system. The application must allow applicants to set up wishes for position and location, preferably several alternative. The applicant shall only need to apply once, even if the person applies for several positions.
2. Administration of the applications
The applications are then dealt with by the local administrator in the municipalities, and the actual applicants are placed in positions and locations. Offers of positions and the terms shall be sent out electronically, which the applicant must confirm or reject in the system. It is important that the confirmation/rejection in the system is an active action for the applicant, and that the consequence of feedback is clear. The same applicant must be able to receive several offers, and confirm or reject each offer separately. The system shall also provide a good overview of the status of the manpower at the various locations as regards positions etc.
3. Communication with election employees
All communication with personnel shall mainly go electronically, via the system and to the recipient's email/sms. All communication ought to be traceable in the system, both for the local administrator and for the applicant/employee. This means that it must be easy to search for information that has been sent to applicants/employees and/or groups. It must be possible to add attachments to the email so that the worked out information material can be easily sent to the relevant personne. Part B: System qualities
4. Security, sensitive information and reports
Sensitive information such as the collocation of personal identity numbers and bank account numbers must be easily obtained from the system as needed. This is for the preparation and payment of wages and remunerations.
As one has a need for information on applicants and manpower plans on other systems, it is important to be able to extract overviews in CSV that make it possible to transfer information to other systems.
The contracting authorities highly prioritise information security, and expect that the supplier can document that the system is secure from breaches of confidentiality,integrity and availability in accordance with the law and recognised standards for good practice (e.g. NS-ISO/IEC 27001). This involves, amongst other things, a risk assessment and a plan for dealing with actual error situations.
Reports are used to a large degree in the recruitment process, both in the manpower planning and for the payment of wages afterwards. It is therefore important that the administators can easily extract editable and flexible reports from the database.
It shall be possible to add templates for offer letters with possibilities to merge them as regards role, location etc.
The supplier is responsible for carrying out a risk assessment of the delivery in accordance with good practice and enclose this with the tender.
This assessment shall include the following elements:
— Unwanted events that can have consequenes for the contracting authority,
— An asssessment of the probability of the unwanted events occuring,
— An assessment of what consequence the supplier believes the unwanted events can have for the contracting authority,
— An action plan that shows implemented and planned measures to reduce the risk and to ensure secure and continual operation.
5. General requirements for the system
The system must be available electronically, with protected user access. There are also requirements for the routines for updates and user documentation.
The system shall have simple and intuitive user interface in Norwegian. The system needs to be largely self explanatory and it needs to reduce the number of telephone enquiries from applicants/election employees to the contracting authority, so that the need for clarifications during the process is as small as possible.
The municipalities organise the work with the recruitment of employees in different ways, and it must be possible to give diffferent accesses to the system on different levels through role management and different logging on levels for different user groups.
There are technical requirements for the system, including availability through different internet browsers and operative systems, and how the system functions with other systems that the municipality already uses. The user interface shall be universally designed as described in DiFi's guidelines for universal design.
The servers shall be placed at the supplier and supplier will be responsible for them.
Part C: Services connected to the delivery 6. Implementation/installation/test
It is a prerequisite that the supplier has the main responsibility for the implementation of the service. The responsibility for the implementation of the service will cover all activities at the supplier, any 3rd parties/sub suppliers used by the supplier, as well as the contracting authority's organisation.
The implementation requirements will be general in order to ensure that the contracting authority achieves sufficient management and control. The aim is to:
— ensure necessary mobilisation ability at the supplier and contracting authority,
— ensure that the supplier and contracting authority have sufficient capacity (available equipment that shall be implemented and personnel for the work) for:
— the implementation,
— ensuring the quality of the deliveries,
— coordinating and managing resources,
— managing and following up established schedules,
— making the responsibility clear between the supplier and contracting authority 7. Training.
The municipalities will require training from the supplier when the system is taken into use. The supplier must help with this, cf. the award criteria.
8. User support
There will be a need for follow up and guidance when the system is taken into use. The supplier shall be available with a fixed support apparatus at prior defined contact times, cf. the award criteria.
9. Further development
When the system is taken into use, the contracting authority would like the possibility of influencing the further development of the system, and the supplier must sketch how this can be done, cf. the award criteria.
10. Other requirements
The supplier shall state references to customers who have used similar systems.
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