Purchase of the HRM and the pay system

Lots (2)

1. Lot 1Purchase of the HRM and the pay system

   €8m

   The City of Espoo (hereinafter also the Client) requests tenders for an HRM and payroll system. The object of the procurement is a system provided as Software as a Service (SaaS), which includes the functionalities of the Human Resources master register (the so-called HRM entity) as well as payroll calculation functionalities. The solution must support various working time formats applicable to City of Espoo employees, such as office, period-based, and general working hours, different ways of organizing work (i.e. fixed and flexible working hours), as well as collective agreements and local agreements applied in municipalities. The object of the procurement consists of the following service entities: - System as Software as a Service (SaaS) - Deployment and adaptation of the service for Espoo - Application maintenance services - Further development and expert services for the system A more detailed description of the content of the procurement is provided in Appendix 1 to the Call for Tenders, "Description of the Object of Procurement". Based on the competitive tendering, one supplier and one reserve supplier will be selected. The contract will enter into force upon signature and will be valid until further notice. The estimated start date of the contract period is in December 2026. PREPARATION OF THE PROCUREMENT The contracting authority has prepared the procurement by evaluating market alternatives, competitive conditions, and procurement implementation methods. In the market consultation, industry operators were broadly consulted in writing and through market dialogue, expert insights were utilized, and the division of the procurement into lots as well as various implementation models were assessed. PROGRESS OF MARKET DIALOGUES IN 2025 In 2025, market dialogues were conducted with three identified potential suppliers. 1) Demonstrating systems During weeks 12–15 / 2025, suppliers were requested to demonstrate their available systems. 2) Commenting on the draft call for tenders The draft call for tenders was sent to suppliers for comments in two parts (A1 and A2). - A1 commenting round: included the other documents excluding key process descriptions, summary of reporting needs, data contents of teacher information notifications, and the requirement form regarding the system's functional requirements. The commenting period was 5 May 2025 – 14 May 2025, and comments were reviewed with suppliers during supplier meetings in week 21. - A2 commenting round: included Appendices 1.3, 1.8, 1.9 of the draft call for tenders, as well as Appendix 5, the Functional Requirements tab of the requirement form. The commenting period was 19 May – 2 June 2025, and comments were reviewed with suppliers during supplier meetings in week 24. 3) Clarifying questions sent Suppliers were also requested to provide clarifying information regarding system payroll runs, administrator services, and external HRM solutions, the lifecycle of technologies in the available systems, and estimates of user rights and license pricing as well as deployment project costs to support the determination of procurement value and budget. PROGRESS OF MARKET DIALOGUES IN 2026 In early 2026, a fourth potential supplier was also identified in the market, with whom a supplier meeting was held in week 7 to present the draft call for tenders. Following the meeting, the same draft call for tenders was sent to this supplier for comments as had been sent to the other potential suppliers, and comments on this were received by 5 March 2026. In addition, all four suppliers were requested to provide written comments on the updated draft call for tenders between 17 March and 1 April 2026. The market consultation was carried out in such a way that no single supplier was favored, and the consultation was conducted equally and transparently. FINDINGS OF THE MARKET CONSULTATION The findings obtained from the consultation have been utilized in defining the object of procurement, setting suita…

2. Lot 2

   €8m