Purchasing an electronic archiving service (Flex/eArchive) as a direct purchase

The Legal Registry Center in Finland from Europe region has released this tender for The Legal Register Centre (in this notice also referred to as “ORK” and “procurement unit”) has acquired an electronic archiving service (Flex/eArchive) from the State Information and Communications Technology Centre Valtori, whose service provider in the procurement is Vivicta Oy. Valtori has notified ORK on 12 June 2026 that it will decide to provide the service in question to its customers. ORK has put out to tender a joint storage solution for the administrative branch of the Ministry of Justice (ORK/264/2025, hereinafter “SARA”), the purpose of which is also to replace the electronic archiving service used by the procurement unit. However, the new service cannot be implemented automatically, but requires a separate delivery and implementation project and the transfer of materials from the existing solution to the new one. In addition, the final suitability of the SARA system for replacing the electronic archiving service will only be confirmed during the delivery project, when the replacement solution may also have to be put out to tender on the market. ORK estimates that the replacement solution will be implemented at the earliest at the end of 2027. The purpose of the procurement is to acquire the Flex/eArchive service for a transitional period until a new replacement solution has been implemented and the materials have been transferred. The procurement is an interim solution that enables a controlled transition towards a new service solution. The estimated total value of the procurement is a maximum of EUR 1,050,000 (VAT 0%). A one-year fixed-term contract will be concluded for the procurement, which is valid from 1 January 2027 to 31 December 2027. The procurement contract will only be concluded upon signing a written contract. The contracting entity will purchase the service from Valtori through the current contract until the end of the service provision, i.e. 31 December 2026. The procurement also includes two (2) options, which are described in more detail in the sections of the notice "Description of additional procurement opportunities" and "Description of the option periods of the agreement". The contracting entity notes that the duration of the transition arrangement is significantly affected by the fact that the replacement solution involves an extensive service package, the delivery and implementation of which, as well as the operational transition of the service, must be implemented in a controlled manner and the overall schedule of which is inevitably subject to uncertainties. However, the procurement will not be extended longer than necessary. Direct procurement has therefore been limited to the necessary transition period and arranged in such a way that the transition to the new service can be made without interruption of services, which would cause serious harm to the service production of the judicial administration authority. with tender notice no. 668637-2026 published on 30 Sep 2026. The tender is due to expire on 28 Dec 2026. This tender is sourced from TED Europa and is eligible for suppliers interested in IT services: consulting, software development, Internet and support, Archiving services. 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 15032039.