Bærum kommune shall procure a new deviation system. The objective of the procurement is to get a process based and user-friendly deviation system that ensures the municipality captures, follows up and learns from deviations as well as assist in the development of better services and working environment. Both the municipality's employees, inhabitants, collaborating partners and suppliers should be able to register deviations through the system. The deviation system shall replace the municipality's current solution and discipline specific deviation systems.
The deviation system should facilitate the municipality's fulfilment of legal and regulatory requirements for deviation processes, and compulsory requirements for deviation processing, including the requirement in the internal control regulation, The Personal Data Act, The Health Register Act and in any other relevant legislation.
The solution shall meet all of the applicable requirements for information security set in the Personal Data Act with regulations.
The following form the basis for the procurement of the new deviation system:
— It shall be a joint solution with 2 ways to enter:
o Portal on the internet for reporting of deviation and improvement suggestions from the residents, collaborating partners, suppliers etc. (external parties).
o Form for reporting of deviations and improvement suggestions from employees as well as a solution for processing of reported deviations.
— The deviation system shall be used in all internal areas of the municipality.
— Remote access shall ensure personal information protection and that any confidential information is not compromised.
— The deviation system shall be facilitated so that deviation from an external party can be handled by the correct end-user department.
— The deviation system shall be based on market-based software that is already in use by other customers, i.e. ‘off the shelf’.
— The solution should be able to be integrated with quality systems from difference suppliers.
— The solution should support reports and statistics.
— The tenderer shall offer the necessary assistance in connection with installation, testing and training.
— The procurement includes service and maintenance of the solution.
— The solution should be installed locally in Bærum kommune. Cloud based solutions are not relevant.