The purpose of the contracting entity is to acquire a partner in key management and lock-in services for VAV Group owned residential properties in Vantaa. The purpose of cooperation during the contract period is to establish and develop a workable and goal-oriented relationship between Subscriber and Supplier. The aim is partnership cooperation based on interaction and trust between the parties. The result of this collaboration will ensure the best possible customer experience for VAV Group residents.
This acquisition is part of a wider procurement package, which will contest a total of 4 property management services. This procurement notice, along with the request for tenders, applies to key management and locking services as defined in the attached service description and other attachments to the acquisition. The Supplier undertakes to deliver the Service at prices multiplied in the tender specification and in accordance with the attached service description and the liability sharing table.
An open procedure is used as a procured procedure, where the selection criteria is overall economic affordability. The acquisition is a service acquisition above the EU threshold and the procurement complies with the law on public procurement (348/2007) and the Supplementary Regulation (614/2007) and the Procurement Directive (2014/24/EU).
The target start period for the contract period is June 1, 2022 and the contract is valid until further notice of six (6) months. The takeover phase that is timed to the beginning of the contract is described in the draft agreement. The supplier's first possible date for the start of the notice period is 1 June 2024. The subscriber's first possible date for the start of the notice period is 1.6.2023.
The separate and monthly prices used during the contract shall be defined in the tender specification attached to the tender offer by the Tenderer. If there is no other agreement on the tender procedure, an hourly charge shall be used. By way of derogation from the general contract terms (JYSE 2014 Services, Chapter 9), prices will be fixed until the end of 2023. The first possible date of price inspection is therefore 1.1.2024. It is possible for the supplier to present a higher price up to a change in the earnings level index of employees of private industries. The proposal for a price change shall be submitted in writing at least six months prior to the entry into force of any price change.
The Subscriber reserves the right to make additional purchases from the Supplier during the contract, which are immediately related to the automation and efficiency of the contract item. The right to purchase is directed to a new solution that may be developed jointly by the Supplier or the Parties during the contractual period, which will make the object of the contract better efficiency, e.g. through automation utilization and measures to increase the self-service of customers. For the sake of clarity, it is stated that the right to buy should be related to the reduction of other costs.
For example, the supplier may not present in its own tender documents any conditions that would affect the content of the contract.
The acquisition comprises key management of rental residential properties owned and fully managed by VAV Group Oy and its subsidiaries and locking services.
Lockdown and key management are a key part of VAV real estate security. The cooperation underlines the importance of response times both in the process of lagging work, as well as in the fluidity of billing and reporting. Major partners of the selected vendor are external service providers producing VAV property management services, with whom smooth cooperation is the cornerstone of the functionality of our services.
The conditions for achieving the objectives are detailed in more detail on the Request for Tender ESPD Form, Other Conditions, Acquisition Items in the Criteria section, as well as in the appendices to the Call for Tender. The basic details of VAV Group's existing properties and lockums are set out in the Annex. Changes to the target list at the time of the contract are taken into account for the key management price in relation to the change in the number of apartments. VAV Group apartment turnover has been 11.2% in 2020 and 11.8% in 2021.
The basis for the acquisition decision is overall economic affordability, where the weight of the price is 80% and the quality 20%. The tenderer fills Key Manager and Lock Work rates in the attached bid statement. The tender specification form calculates the sub-division reference prices entered by the provider on the offer form for Tarjouspalvelu.fi. The weights and calculation criteria for comparison prices by subdivision are shown on the offer form. The tenderer shall provide an offer for all products and services identified in the tender form. The partial offer will be interpreted as incomplete, which will be rejected. The final price points are calculated by the contracting entity and the calculation is put as an appendix to the call for tender. The maximum score (80p) on the price is received by the provider who has scored the most points for the subdivisions. The score of others is proportioned to the score that scored the most (ratio to the highest).
The tender offer has weighted and emphasised the proportion of lock maintenance, serial replacement costs for mechanical locking systems and programming and main operation work in electronic and electromechanical systems, as the subscriber seeks to obtain them as cost-effectively as possible by residents with advantage in mind. VAV does not undertake the estimates of procurement volumes as set out in the tender documents.
Qualitative factors are scored and affect the acquisition decision. Quality is assessed on the tender form on the basis of two (2) explanations, which are assessed anonymously based on the criteria presented on the tender form. In addition, points are given according to the references, as well as the location of the service point. The comparison uses a two-shell procedure, whereby the quality score is assessed before the price.
In the acquisition, the bidder that submitted the second most favorable bid overall economically is selected as the alternate supplier. If the contract with the complaining Supplier expires during the framework arrangement, the Subscriber may negotiate a new contract with the alternator. The sanctions procedures of the contract are indicated in the draft agreement attached to the invitation to tender. Other principles of cooperation during the agreement are set out in the Annex to the Cooperation Management System.
The bidder is required to interpret procurement documents as an expert in the locking industry. If the tenderer finds inadequacies in the information provided which may affect the content of the offer, they shall be queried in advance via the Tender provider portal.
The offer becomes binding on the bidder once the Subscriber has received the offer. The contract of acquisition arises only with the signing of a written contract. For procurement above the EU threshold, the contract may be concluded no earlier than 14 days after the bidder has received or is deemed to have been notified of the reasons for the decision.