Procurement of program for travel log

Description

Kristiansand kommune v/ingeniørvesenet [Kristiansand Municipality c/o the Engineering Department], will enter into a new contract for an electronic travel log. The contracting authority currently has around 550 persons and goods vehicles, as well as 150 large vehicles and machines in all sizes. Of these, we have travel logs in 150 units. It must be taken into consideration that this number can vary both up and down over time. Kristiansand Municipality owns all of these vehicles and machinery itself and and runs everything at its own workshop. The contracting authority wants to install units that may be necessary even at their own workshop. As an option, we also want the system to contain modules that will streamline or be appropriate for our operation of the vehicle and machinery fleet. Such as, for example, equipment control, module for utilisation of vehicle fleet, module/system for key management, pool vehicles, chauffeur identification via employee card/RFID, or other. Lot 1: We request a description of which solutions suppliers can offer, both equipment and system. - Which information and which statistics can one collect from the system and in what manner. Hereunder, among other things, driving distance, type of assignment, maintenance report, driving trips, driving patterns, driving outside of normal working hours, without registered drivers, etc. - The functionality will be of great significant in the choice of system. We request an overview of which functions your system has. - The electronic logbook must be simple to use both for the contracting authority and for administration’s users. We ask tenderers to describe their solution. Demovideo can also be enclosed. - We are concerned that the electronic logbook should give added value and so simplify our procedures within fleet administration. We ask tenderers to describe the characteristics they can offer in their system. The supplier will ensure that the contracting authority at any given time has any necessary equipment at their disposal, for e.g. GPS unit, and that this equipment functions. This involves any defective equipment being replaces as quickly as possible. Disposal of equipment is considered to be part of the service the contracting authority purchases, and the contracting authority will consequently not purchase this equipment to own. The price form stipulates that the contracting authority pays (i) a given price per unit per year and (ii) a one-time cost per unit for establishment of the relevant unit. The contracting authority must be able to change the number of units that use the solution as the number of vehicles requiring logbooks changes during the contract period. I.e., the contracting authority will be able to raise and lower the number of units in use. The contracting authority will be able to pay ongoing entities (licenses etc.) for the units in use. For upward adjustment, the unit prices in the price form will be used both for equipment and annual costs. Upward adjustment must occur as quickly as possible and at the latest with two weeks after the contracting authority provides information about this. The notice period of lowering is two months. We would like selected tenders to give us a demonstration of their equipment and system as part of the evaluation. Can take place on Teams, and is estimated to be carried out during the first half of January 2022.