The Culture and Leisure Sector of the City of Helsinki is developing data-driven management and related visitor counting at facilities as well as related solutions. Visitor data is one of the most important key figures of the operations: visitor data is used, among other things, for resource allocation, operational planning and development, and assessing the impact of activities. The goal of the visitor counting service is to collect comparable and accurate visitor data from the sector’s facilities as automatically as possible for analysis and reporting purposes.
The supplier’s provided SaaS service (Software as a Service) includes at least:
• generation of visitor data from the counting target according to the sector’s defined needs
• transmission of visitor data by offering an interface (API service) to transfer data to the sector’s data warehouse
• transmission of visitor data by offering a user interface (UI service) to view the data
• collection of visitor data from devices, as well as monitoring and reporting of data accuracy and coverage (including verification calculations at defined intervals)
• devices used for visitor data collection as a lifecycle service (HaaS service, Hardware as a Service):
- installation, commissioning, maintenance, servicing, functionality testing, and calibration of devices
- monitoring of device operation
- removal and recycling of device installations.
The contracting authority is currently mapping the procurement of a new data platform and expects to tender it around the end of 2026. By submitting an offer, the tenderer commits to assisting with integrations and providing an interface from the visitor counting service to the data platform.
The estimated VAT-excluded total value of the procurement is EUR 1,680,000.00. The estimated value includes the actual contract period of two (2) years plus one (1) two (2) year option period.
The procurement is divided into three (3) different sub-areas:
- sub-area 1: indoor locations
- sub-area 2: outdoor locations
- sub-area 3: multi-use outdoor locations.
A tenderer may submit an offer for as many sub-areas as desired.
Tenderers will be selected for the framework agreement based on the most economically advantageous tenders. Qualitative requirements (quality criteria) have been set as minimum requirements for the devices and services to be procured, which the offered devices and services must fulfill. Additionally, price comparison will consider sub-area-specific maximum prices (hereinafter ceiling price) from lowest to highest. The supplier provides the ceiling price in accordance with the most demanding sample site defined by the Contracting Authority for the sub-area. Based on the tender competition, a framework agreement will be concluded for the procurement subject, selecting five (5) suppliers with the lowest ceiling prices per sub-area, unless fewer suppliers meet the requirements.
Suppliers selected for the framework agreement do not have exclusive rights to procure the framework agreement’s subject, and the contracting authority has the right to procure the same subject also outside this framework agreement. The contracting authority is not committed to specific procurement volumes during the framework agreement.
A more detailed description of the procurement subject is provided in this invitation to tender and its attachments.
LOT-0001
Indoor locations.
The sub-area sites have one or more entrances to the facility. There is a need for site-specific breakdown of visitor data for different indoor locations.
Examples of such sites include libraries, youth facilities, cultural centers, and sports halls.
A more detailed description of the service and minimum requirements is presented in the Procurement Subject Description, Requirement Specification, Service Levels attachment, and other attachments of the invitation to tender.
The contracting unit estimates that approximately 80 such sites will be tendered during the framework agreement period. This number is an estimate and does not bind the contracting unit.
LOT-0002
Outdoor locations.
The sub-area sites have one or more defined or undefined entrances. There is a need for site-specific breakdown of visitor data for different outdoor locations.
Examples of such sites include fenced tennis courts, skate parks, events in urban space, beaches, outdoor islands, and routes.
A more detailed description of the service and minimum requirements is presented in the Procurement Subject Description, Requirement Specification, Service Levels attachment, and other attachments of the invitation to tender.
The contracting unit estimates that approximately 82 such sites will be tendered during the framework agreement period. This number is an estimate and does not bind the contracting unit.
LOT-0003
Multi-use outdoor locations.
The sub-area sites have multiple defined or undefined entrances to the space and include several service points or rooms. Breakdown of visitor data is essential.
Examples of such sites include sports parks.
A more detailed description of the service and minimum requirements is presented in the Procurement Subject Description, Requirement Specification, Service Levels attachment, and other attachments of the invitation to tender.
The contracting unit estimates that approximately 38 such sites will be tendered during the framework agreement period. This number is an estimate and does not bind the contracting unit.