Acquisition of an electronic maintenance record system

The Espoo City in Finland from Europe region has released this tender for Procurement of an electronic maintenance book system The City of Espoo (later also the Client) requests offers for an electronic maintenance book system. The subject of the procurement is the Electronic Maintenance Book System as a SaaS software service, the implementation of the service and customer-specific adaptation for the Client, application support and maintenance services, and further development and consulting services for the system that is the subject of the procurement. One (1) supplier and one (1) alternate supplier will be selected based on the tender. The functional entities of the System to be procured are: • Making and implementing service requests • Preparing and maintaining maintenance plans for maintenance sites and implementing maintenance measures • Maintenance diary • Property data management • Energy management of maintenance sites • Self-monitoring • Long-term plans (PTS) for some of the maintenance sites • Reporting and statistical functionalities A more detailed description of the content of the procurement is provided in Appendix 1 to the request for tender. "Description of the subject of the procurement". The estimated total value of the procurement for a calculated four-year period (VAT 0%) is 2,500,000 euros. Note! For budgetary reasons, a maximum price has been set for ongoing costs (SaaS service fees, support and maintenance costs, and integration maintenance costs). The annual price of ongoing costs (Annex 6, Price form tab 1-Comparative price, cell O60) may not exceed 200,000 euros / year. Exceeding the maximum price will likely result in the rejection of the offer. PREPARATION OF THE PROCUREMENT The procurement unit has prepared the procurement by evaluating the alternatives and competitive conditions on the market, as well as the methods of implementing the procurement. In the market survey, operators in the field have been consulted extensively in writing and through market dialogue, and different implementation models have been evaluated. The market survey has been carried out in such a way that no individual supplier has been favored and the survey has been conducted fairly and openly. The market survey announcement was published in HILMA on 26 February 2026. 14 suppliers registered for the market dialogue. Those who registered were sent a preliminary task in March 2026, which mapped the functionalities implemented in the systems on the market. Market dialogues were then continued with four suppliers. Discussion events were organized with three suppliers in March-April 2026, where suppliers demoed their systems. In addition, one supplier demoed its system with videos they had separately submitted. In May 2026, suppliers were asked for additional written explanations and in June 2026, they were sent the entire draft call for tenders with attachments for comment, after which those who commented were asked for additional clarifications. The survey found that there were several electronic maintenance book systems on the market. Based on the market survey, it could be stated that the need of the City of Espoo in particular for an energy management system as part of a maintenance book limits the market.Kartoituksessa saatuja havaintoja on hyödynnetty hankinnan kohteen määrittelyssä, soveltuvuusvaatimusten asettamisessa ja tarjousten vertailuperusteiden määrittelyssä. Hankinnan valmistelussa on huomioitu hankintalain 65 §:n mukaiset markkinakartoitusta koskevat periaatteet ja hankintayksikkö katsoo valmistelun tukevan kilpailun toteutumista. HANKINNAN JAKAMINEN OSIIN Hankintayksikkö on arvioinut hankinnan jakamista osiin. Hankintaa ei ole jaettu osiin, koska hankinnan kohteena oleva järjestelmä ja siihen liittyvä palvelu muodostaa yhtenäisen kokonaisuuden, jota ei ole tarkoituksenmukaista jakaa pienempiin kokonaisuuksiin. Lisäksi jakaminen lisäisi merkittävästi integraatioihin, vastuunjakoon, käyttöönottoon ja tietojen yhtenäiseen hallintaan liittyviä riskejä. Hankintayksikkö katsoo, että jakamatta jättäminen on hankinnan luonne, toteutustapa ja tarkoituksenmukainen toteutus huomioon ottaen perusteltua., with tender notice no. 2026-058475 published on 05 Oct 2026. The tender is due to expire on 06 Nov 2026. This tender is sourced from Hankintailmoutukset and is eligible for suppliers interested in Customer Relation Management software package. Interested bidders can obtain further information including complete bid documents or ways to participate by registering on Tender Impulse and referencing via Tender Impulse ID 15191589.