Lenvik kommune 939 807 314 Pb. 602 Finnsnes 9306 Tommy Hagen tommy.hagen@lenvik.kommune.no www.lenvik.kommune.no ERP-system — Continuation of contracts after the municipality merger 18/2540 From 1.1.2020 Lenvik, Tranøy, Berg and Torsken municipalities will merge and form the new Senja municipality. The mentioned municipalities has previously procured an ERP system from Visma Unique AS, (hereafter Visma), for finance / HRM / resource management. The software is owned by the individual municipality, and is currently used as a central work tool in all of the municipalities that shall become one combined municipality. The municipalities in the new Senja municipality have determined that it is advantageous to continue the municipalities’ contracts with Visma in one combined contract. A maintenance contract and an operations contract have been prepared, which ‘fuse’ the current contracts into a combined contract document that takes into account the changed organisation. The objective of this intention notice is to inform the market of the intention to continue the municipalities contracts with Visma as a combined contract. The contracting authority will undertake a new assessment 2-3 years after the municipalities have merged as regards a possible competition. 6500000.00 The municipalities in the new Senja municipality have determined that it is advantageous to continue the municipalities’ contracts with Visma in one combined contract. A maintenance contract and an operations contract have been prepared, which ‘fuse’ the current contracts into a combined contract document that takes into account the changed organisation. See attached justification for further information. Point I 1) The contracting authorities in this intention notice are: Lenvik municipality, org. nº 939 807 314. Tranøy municipality 944 824 030. Berg municipality, org. nº 943 730 040. Torsken municipality, org. nº 939 900 993. The contract will mainly involve a continuation of an existing contract relationship. The contract will also include minor modules and new functionality that is closely related to the software that is already owned by the municipalities. This is connected to the current systems and cannot be procured from other suppliers. The procurement of new modules and new functionality will not exceed the threshold for a notice. The contract involves a reduction in the annual costs as regards the existing contract. There will, however, be some extra costs incurred for the new functionality. In total, the contract, including new functionality, will not be a cost increase, but a cost reduction of approx. 9-10 %. The change is, thus, permitted in accordance with the so-called 'minimis' exception that is codified in the public procurement regulations § 28-1 (1) letter b. § 28-1 (1) letter d) permits 'changes that are necessary due to circumstances an attentive contracting authority could not predict' when (1.) 'the procurement's general character is not changed' and (2.) the changes do not exceed 50 % of the contract value. The need for change is due to external conditions that the municipality has no influence over. The municipality merger is pursuant to a decision made in the Norwegian Parliament and laid down in the regulations, it is, thus, not a choice that the municipalities have made themselves. The municipalities were not aware of the merger when the procurements were made, and neither could it be expected. This is supported by KOFA in case 2017/56, which stated that a municipality merger was a circumstance that could not be foreseen when the contract was signed. The change has more the character of a reorganisation on the contracting authority side and a fusion than a new contractual relationship. Neither does the change involve a price increase for the municipalities in the new Senja municipality, but a reduction in annual costs. The contracting authority will reassess 2-3 years after the municipalities have merged as regards a possible new competition, but sees it as inappropriate at the current time given the short time frame before the municipalities merge. 2018-06-05 Visma Unique AS 982410339 Postboks 733 Skøyen Oslo 0214 6500000.00 Lenvik kommune Pb. 602 Finnsnes 9306 www.lenvik.kommune.no The contracting authority intends to enter into a contract with Visma Unique AS in week 26. There is a waiting period, which will expire on 25.6.2018 at 12:00. 2018-06-06
See tender at TED: http://ted.europa.eu/udl?uri=TED:NOTICE:247310-2018:TEXT:EN:HTML