Acquisition of the HRM and payroll system

… invitation to tender. "Description of the subject of the contract". One supplier and one deputy supplier will be selected on the basis of competitive tendering. The Agreement shall enter into force upon signature and shall remain in force until further notice. The estimated start date of the contract period is December 2026. PREPARATION OF PROJECT The contracting entity has prepared the procurement by assessing the alternatives available on the market and the competitive conditions, as well as the ways in which the procurement is carried out. The market prospection has involved extensive consultation with industry operators in writing and through market dialogue, drawing on expert input, assessing the division of procurement into lots and various implementation models. PROMOTION OF MARKET YEARS 2025 In 2025, market dialogues were held with three identified potential suppliers. 1) Demonstrating the systems During weeks 12 - 15 / 2025, journalists were asked to showcase the systems available to them. 2) Commenting on the draft invitation to tender The draft invitation to tender was sent to the suppliers for comment in two parts (A1 and A2). - A1 round of comments: included other documents, with the exception of key process descriptions, a compilation of the report needs, the data contents of the teacher information report and a requirement form for the functional requirements of the system. The comment period ran from 5 May 2025 to 14 May 2025 and comments were reviewed with journalists during journalist meetings during weeks 21 - A2 comment round: contained Annexes 1.3, 1.8, 1.9 and Annex 5 to the draft invitation to tender, the claim form under the Operational Requirements tab. The comment period ran from 19.5 to 2.6.2025 and comments were reviewed with journalists during journalist meetings during weeks 24. 3) The suppliers were also asked for more detailed information related to the payroll periods of the systems, the main user services and the external HRM solution, the lifecycle of the technologies of the systems on offer, as well as estimates of the prices of the access rights and licenses and the deployment project to support the purchase value and the definition of the budget. PROMOTION OF MARKET YEARS 2026 In early 2026, a fourth potential supplier was also identified, with which a supplier meeting was held in week 7 to present the draft tender. The same draft invitation to tender was sent to the supplier after the meeting for comments as was sent to other potential suppliers and comments were received on 5 March 2026. All four suppliers were also asked in writing to comment on the updated draft invitation to tender from 17 March to 1 April 2026. The market survey has been carried out in such a way that no single supplier has been popular and the survey has been conducted fairly and transparently. OBJECTIVES OF MARKET REFERENCE The findings of the survey have been used to define the subject of the procurement, to set the suitability requirements, and to define the criteria for comparing the tenders. One of the key findings of the survey was that the market is possibly limited by the requirements of the collective agreements (such as KVTES and OVTES) used by the City of Espoo for the HRM and pay system. In addition, limiting factors may be Espoo's needs related to the continuation of payroll driving