This is a request for participation in a negotiation procedure with the aim of acquiring the HR system (“system” or “service”) and related services for the Evangelical Lutheran Church and parish economies in Finland.

The acquisition is about the delivery, maintenance and development of the HR system as a SaaS service.

Due to the complex nature of the acquisition, neither a tender nor a requirement specification will be able to be made without negotiations taking place.

The procurement procedure is used in which the subscriber negotiates the terms of the contract (including the requirement definition) with the bidders approved for the procedure.

The aim of the negotiations is to specify the terms of the contract in such a way that the objectives of the subscriber and parish finances for the HR system solution are fulfilled to the best possible by means of prep software on the market.

Through negotiations, the bidders are aimed at getting the best possible understanding of the subscriber's needs, as well as an understanding of the bidders' solutions and thus getting the best possible outcome for the acquisition of the HR system.

Initially, the participants selected for the negotiation procedure will be asked for preliminary bids by responding to the preliminary invitation for tender.

During the negotiated procedure, the tender/terms of the contract will be refined and at the end of the negotiations, the participants will receive a final invitation to tender to respond.

Interested candidates may submit an application for participation requesting to participate in the procurement process.

Candidate suitability and eligibility conditions multiplied by e.g. Participation request under Other Terms.

As an overall solution, the Church Central Fund acquires services related to the management of human resources data (HR master), service relationship lifecycle management and staff development and its deployment and maintenance.

In this request for participation and in its annexes, the “HR system” means the whole system to be acquired as a SaaS service, with its production and training/test environment, as well as support services related to the system.

The goal of the acquisition is that the future HR system would cover personnel related matters (excluding recruitment and payroll) over the entire employment life cycle and reduce manual work.

Section 6 of the project description (Annex 1 to the request to participate). The minimum requirements for the object of the acquisition are listed in general requirements for the system to be acquired and the services of the supplier. The requirements presented are minimum requirements in relation to the solution offered and cannot be flexable during the negotiation procedure.

Interested candidates are invited to carefully consult this request for participation and its annexes, which have described in more detail the HR system and the tasks to be performed with it. The system under acquisition is ready-made software that, by parameterizing and only minimal programming work (e.g., system interfaces), is brought to meet the needs described by the subscriber.

The contract will be awarded with the winning operator to cover the commissioning project first, followed by a transition to the use of continuous services.

The starting schedule for the contract period is an estimate and the agreement enters into force once it is signed by both parties. A separate agreement with SaaS/cloud service vendor may be entered into regarding user licenses for the system being delivered and the delivery of SaaS/cloud computing supplier, provided this is necessary due to the contractual structure.

Schedulically, the aim of the competition is to enter into a contract with the selected supplier during the first half of 2022, but the time is an estimate and the subscriber does not commit to it.

The deployment schedule will be planned to be phased in according to different user organisations. A more detailed schedule and phasing will be agreed with the selected vendor.

The acquisition is not divided into sections because the purpose is to acquire the HR system as an overall solution, so that both its deployment and maintenance services are compatible and that their manageability is therefore easy and practical. The objective of the acquisition is to combine management of personal data currently in different systems of parish households into the same complex of user experience.

In the event of a separate agreement with the SaaS/cloud service technology supplier, the contract for other maintenance and continuing services may be terminated separately and subsequently re-competitive.