HRM and Payroll System Procurement

… invitation to tender. "Description of the subject of the contract". On the basis of the tendering procedure, one supplier and one vice-supplier are selected. The Agreement shall enter into force upon signature and shall remain in force until further notice. The estimated starting date of the contract period is December 2026. The contracting entity has prepared the procurement by assessing the options and competitive conditions available on the market and the ways in which the procurement is carried out. The market prospection has involved extensive written consultation and market dialogue with the industry, the use of expert views, an assessment of the division of procurement into lots and different implementation models. In 2025, market dialogues were held with three identified potential suppliers. 1) Demonstration of systems During weeks 12 - 15 / 2025, journalists were asked to present the systems available to them. 2) Comments on the draft invitation to tender The draft invitation to tender was sent to the suppliers for comments in two parts (A1 and A2). - A1 comment round: included other documents with the exception of key process descriptions, a summary of report needs, the information content of the teacher information declaration, and a requirement form for the functional requirements of the system. From 5 May 2025 to 14 May 2025, comments were discussed with journalists during editorial meetings during weeks 21 - A2 round of comments: included annexes 1.3, 1.8, 1.9 and annex 5 of the draft invitation to tender, the requirements form in the ‘Functional requirements’ tab. The comment period was from 19.5 to 2.6.2025 and the comments were reviewed with journalists during the supplier meetings in weeks 24. 3) Submitted clarification questions The suppliers were also asked to provide more detailed information on the payroll of the systems, the main user services and the external HRM solution, the lifecycle of the available systems' technologies, as well as estimates of the prices of access rights and licenses and the deployment project to support the acquisition value and budget determination. In early 2026, a fourth potential supplier was also identified from the market, with which a supplier meeting was held during week 7 to present the draft call for tenders. The same draft invitation to tender was sent to the supplier after the meeting for comments as those sent to other potential suppliers and comments were received on 5 March 2026. All four suppliers were also invited in writing to comment on the updated draft invitation to tender 17.3-1.4.2026. The market survey has been carried out in such a way that an individual supplier is not popular and the survey has been conducted fairly and transparently. The findings of the survey have been utilised in defining the subject matter of the procurement, setting the suitability requirements, defining the comparative criteria of the tenders. One of the key findings of the survey was that the market may be limited by the requirements of the collective agreements used by the City of Espoo (such as KVTES and OVTES) for the HRM and pay system. In addition, limiting factors may include Espoo's needs related to the extension of payroll