Acquisition of an electronic service book system

Lots (2)

1. Lot 1Acquisition of an electronic service book system

   €2.5m

   The City of Espoo (later also Contracting Party) requests offers for an electronic service book system. Acquisition of the electronic maintenance book system as a SaaS software service, the introduction of the service and the customer-specific arrangement for Timela, support and maintenance services for the application, and further development and consulting services for the system to be procured. On the basis of the competition, one (1) supplier and one (1) alternate supplier are selected. The operational components of the system to be procured are: • Submission and execution of service requests • Establishment and maintenance of maintenance plans for maintenance sites and implementation of maintenance measures • Service log • Real estate data management • Energy management of service sites • Self-control • Long-term plans (PTS) for some maintenance sites • Reporting and statistical activities A more detailed description of the content of the contract is given in the Annex to the invitation to tender: 1. "Description of the object of the acquisition." Total estimated value of the acquisition for the accounting four years (VAT 0%) EUR 2 500 000. Note: From budget reasons to constant costs (SaaS charges, support and maintenance costs and integration maintenance costs) the maximum price is set. The annual price of continuous costs (Annex 6, Price form tab 1-Benchmark cell O60) shall not exceed EUR 200 000 / year Overshooting the maximum price is likely to result in a rejection of the offer. PREPARATION OF THE PROCEEDINGS The contracting entity has prepared the procurement by assessing the options and competitive conditions on the market as well as the manner in which the procurement is carried out. The market survey has carried out extensive consultations with stakeholders in the sector in writing and through market dialogue, and has assessed the different approaches. The market survey has been carried out in such a way that the individual supplier is not popular and has been conducted in a fair and transparent manner. The market survey report was published in HILMA on 26 February 2026. 14 suppliers registered for the market dialogue. In March 2026, a pre-mission mission was sent to the registrants to identify the functionalities of the systems on the market. The market dialogues were then continued with four suppliers. In March and April 2026, three journalists held conferences where journalists demolished their systems. In addition, one journalist demoted his system with videos supplied separately. In May 2026, suppliers were asked for further written explanations and in June 2026, the full draft invitation to tender was sent to them for comments, together with the annexes, followed by further clarifications. A number of electronic service book systems were found on the market. On the basis of the market survey, it was found that, in particular, the need for the City of Espoo to have an overall energy management function as part of the maintenance book to limit the market. The findings of the mapping have been used to define the subject matter of the acquisition, to determine the suitability requirements and to define the reference criteria for tenders. In the preparation of the procurement, account has been taken of the market survey principles laid down in Article 65 of the Procurement Act and the contracting entity considers that the preparation will support competition. BREAKDOWN OF PROCEEDINGS The contracting entity has assessed the division of the contract into lots. Acquisition is not divided into parts, as the system and the related service constitute a single entity that is not appropriate to divide into smaller entities. In addition, sharing would significantly increase the risks associated with integration, responsibility sharing, deployment and integrated data management. The contracting entity considers that the non-allocation is justified in view of the nature of the contract, the manner in which it is carried o…

2. Lot 2

   €2.5m