Norway - Software package and information systems - OAS - Education administrative solutions for Lillehammer, Øyer and Gausdal municipalities - Market survey

Lillehammer, Øyer and Gausdal municipalities plan in autumn 2026 to implement a joint procurement of a new education administrative system that shall support the core processes within nursery, primary and secondary schools and educational-psychological service (PPT). An option is also to be considered to include functionality for the adult education. The procurement will be carried out in cooperation between the municipalities, with the support of their joint ICT services from IKOMM AS. Gausdal municipality has approx. 6,150 inhabitants and an education offer that includes three municipal and two private nurseries, as well as three primary and single secondary schools. The municipality has approx. 580 pupils in primary and secondary schools and more than 250 children in nurseries. The school sector has approx. 130 employees and the PPT service consists of approx. 5 employees. Lillehammer municipality has approx. 29,700 inhabitants and a more comprehensive education offer with 11 municipal and 16 private nurseries, as well as six primary schools, two secondary schools and one combined 1-10 schools. The municipality has approx. 2,860 pupils and approx. 1,300 nursery children. Skole og SFO employs approx. 450 employees and the PPT service has approx. 26 employees. Øyer municipality has approx. 5,150 inhabitants and an education offer consisting of two municipal and three private nurseries, as well as two primary schools and one secondary school. There are approx. 560 pupils in primary and secondary schools and approx. 245 children in kindergarten. The school sector has approx. 110 employees and the PPT service consists of approx. 7 employees. All the figures are approximate and will be further clarified in the further work. The PPT services cover all three municipalities and handle a broad spectrum of case types connected to follow-up of children and youths. The education area is one of the municipalities ́ largest and most socially critical areas of service. The systems used must therefore support efficient administrative processes, good services for children, pupils and guardians, as well as ensure compliance with strict requirements for privacy and information security. The current system portfolio is compound, and the municipalities see a clear need for modernisation and a better connection between the systems. The aim of the procurement is to establish a future orientated and flexible system architecture that provides support to work processes across the disciplines, and that at the same time facilitates gradual further development in the coming years. The municipalities would particularly like to explore a modular approach to the procurement. This means that tenderers can offer systems for all or parts of the need. The intention is to facilitate a "best-of-breed" approach, where functionality, quality and performance in the individual modules are assessed together, at the same time as whole and integration is taken care of. The municipalities would like, among other things, in the market survey to highlight how suppliers are working on the further development of their systems, plans for the use of KI, including plans and obligations from now onwards in a 3-5 year perspective. Furthermore, it is important to gain insight into the risk picture related to implementation, including experiences with migration, training and change management in equivalent municipal projects. It will also be central to highlight how the systems can be integrated with other system portfolios, including case and archive systems, as well as relevant national joint components. Information security and privacy will be a consistent theme, given that the solutions should handle sensitive information about children, pupils and users of PPT and adult education. Furthermore, the municipalities would like information on the tenderers ́ capacity and implementation ability, as well as references from equivalent deliveries in the municipal sector. At first the market survey will be carried out as a written RFI (Request for Information), where interested suppliers are invited to respond to a set of questions included in the notice. Based on the received answers, a selection of tenderers can be invited to dialogue meetings for further details on relevant topics. Physical dialogue meetings are planned for the first week of June. The implementation of the market survey is in accordance with public procurement regulations, cf. The Law on Public Procurements and the Public Procurement Regulations. The market dialogue will be carried out in accordance with the basic principles of competition, equal treatment and predictability and will not give individual tenderers the competitive advantage in a later procurement. Participation in the market survey and any dialogue meetings is voluntary and is not a part of a formal competition. The information collected can be used as a basis for further work on the tender documentation, including an assessment of the contract strategy, any division into lots and the choice of an execution model. The deadline for submitting replies to the RFI is 15.5.26. The dialogue meetings are planned to be held in the period 2.6 and 3.6 as physical meetings carried out in IKOMM ́s premises in Lillehammer. Further information is in the attached RFI document.