Acquisition of an electronic maintenance record system

The Espoon kaupunki in Finland from Europe region has released this tender for The City of Espoo (hereinafter 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. Based on the competition, one (1) supplier and one (1) alternate supplier will be selected. 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 of the request for tenders. "Description of the subject of the procurement". The estimated total value of the procurement for a calculated four-year period (VAT 0%) is EUR 2,500,000. 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 lead to 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 and 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 notice has been published in HILMA on 26 February 2026. 14 suppliers registered for the market dialogue. In March 2026, a preliminary task was sent to those who registered, which mapped the functionalities implemented in the systems on the market. Market dialogues were then continued with four suppliers. In March-April 2026, discussion events were organized with three suppliers, where the suppliers demoed their systems. In addition, one supplier demoed its system with videos that it had separately submitted. In May 2026, the suppliers were asked for additional written explanations and in June 2026, the entire draft call for tenders with attachments was sent to them 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. The findings obtained in the survey have been utilized in defining the subject of the procurement,in setting suitability requirements and defining the criteria for comparing offers. The principles of market mapping in accordance with Section 65 of the Procurement Act have been taken into account in the preparation of the procurement, and the procurement unit considers that the preparation supports the implementation of competition. DIVISION OF THE PROCUREMENT INTO PARTS The procurement unit has assessed the division of the procurement into parts. The procurement has not been divided into parts because the system and the related service that are the subject of the procurement form a single entity that is not appropriate to divide into smaller entities. In addition, division would significantly increase the risks related to integrations, division of responsibilities, implementation and unified data management. The procurement unit considers that not dividing is justified, considering the nature of the procurement, the method of implementation and the appropriate implementation. with tender notice no. 680243-2026 published on 06 Oct 2026. The tender is due to expire on 06 Nov 2026. This tender is sourced from TED Europa and is eligible for suppliers interested in Records. 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 15266368.