Air ventilation filters and related accessories for the use of Oulu Facility Services municipality enterprise.

The procurement concerns the air ventilation filters for supply and exhaust air equipment used in Oulu Facility Services buildings. The procurement also includes product support including order systems for the client, initial survey, and annual property tours.

The client will acquire products during the validity of the contract based on current actual needs and quantities. The estimated procurement price for the filters is approx. 350,000 €/year (excluding VAT 0%).

Delivery addresses and their quantity, as well as the quantity of deliveries, may change during the validity of the contract.

The offers will be scored in such a way that the provider of the lowest energy cost basket offer receives 48 points, and the subsequent scores are calculated according to the comparative formula based on the "procurement criteria". The lowest offer in the price basket receives 45 points, and the subsequent scores are calculated according to the comparative formula. For products not mentioned in the annex of this request for proposal, the provider will give a discount percentage (net price), of which the one offering the highest discount percentage will receive 5 points, and subsequent scores are calculated according to the comparative formula. Two (2) additional points are awarded if the provider has a carbon footprint calculation and reporting program in use. When making the selection, the above-mentioned points will be summed up, and the provider with the highest total points will be chosen.

The client also requests net priced items other than those mentioned in this invitation to tender, such as bag filters/cassette filters of different filter classes/nominal dimensions, filter sets for small machines, and carpet pieces.

Initial survey / operational method:
The service provider will conduct an initial survey in approximately 250 properties belonging to Oulu Facility Services municipality enterprise (a property may have multiple buildings) within 3 months of the contract being finalized, the survey is included in the offered prices, and during it, all filters in use will be listed for all targets in the buildings and ventilation machine rooms/machines. The service provider will gain access to the existing target and filter listing after the contract is signed. The client and the service provider will jointly agree on a more detailed implementation and schedule for the properties to be inspected. Using the list, the service provider can input filter information into their own system and survey properties as needed. The goal is to create a filter listing that is entered into the service provider's electronic order system. The service provider is responsible for maintaining the list from the start.

The client or the client's representative, such as a property maintenance company, annually places an order for the subject filters through the service provider's electronic order system. Generally, the filters are ordered for the property twice a year. If necessary, the client can make additional orders for individual filters and, for instance, HEPA filter orders. The delivery times for filters are standard dimensions 2 weeks and special dimensions 3 weeks. The service provider will have a local contact person or available person, who will be available as needed for transactions and property tours as previously agreed. The client will hold at least one cooperation meeting per year with the service provider, where the implementation of the contract (purchase reporting) will be monitored, and cooperation will be developed.

Electronic order system:
The service provider has an electronic order system in use. The order system must have filter data sortable by property and machine room. After the service provider's survey round, the filter data with prices for all filters in use in the buildings and ventilation machine rooms/machines will be entered into the system. The www-address of the order system and demo credentials for a working test environment must be attached to the offer to verify the functionality of the system before the procurement decision. Inoperability leads to the rejection of the offer. The order system must have an order tracking feature and a field for the client’s own order number. The client uses the Basware P2P purchasing and invoicing system. Orders will be invoiced when the goods have been delivered. Freight costs are included in the offered filter prices. Options such as sealing tape (15x10 L=600 mm), protective gloves, and respiratory protection will be selectable at normal list prices for each order through the electronic order system. The supplier will arrange training for the client’s personnel for the implementation of the electronic order system.

Property tours / product support:
During property tours held at least once a year, the service provider must ensure that the best filters according to the life cycle model are in use. The service provider commits to reporting to the client about poor installation practices related to filters in the properties or other emerging issues (e.g., defective frames) and will make suggestions for deficiencies, improvement areas, and possible new filter models with justifications as necessary. Oulu Facility Services will facilitate access to the technical spaces of the properties by providing the contact information of the maintenance organizations to the supplier. The supplier will arrange the tours independently with the property maintenance. The provider must have a life cycle cost calculation (LCC calculation) program that can be used to demonstrate the energy efficiency of the selected filters if necessary. The service provider commits to providing training for staff and the maintenance company once a year, covering cooperation, products, and industry-related guidelines and standards. The service provider is expected to take an active approach to improve operations.

LOT-0000
Oulu Facility Services - procurement service for air ventilation filters.
Air ventilation filters and related accessories for the use of Oulu Facility Services municipality enterprise.

The procurement concerns the air ventilation filters for supply and exhaust air equipment used in Oulu Facility Services buildings. The procurement also includes product support including order systems for the client, initial survey, and annual property tours.

The client will acquire products during the validity of the contract based on current actual needs and quantities. The estimated procurement price for the filters is approx. 350,000 €/year (excluding VAT 0%).

Delivery addresses and their quantity, as well as the quantity of deliveries, may change during the validity of the contract.

The offers will be scored in such a way that the provider of the lowest energy cost basket offer receives 48 points, and the subsequent scores are calculated according to the comparative formula based on the "procurement criteria". The lowest offer in the price basket receives 45 points, and the subsequent scores are calculated according to the comparative formula. For products not mentioned in the annex of this request for proposal, the provider will give a discount percentage (net price), of which the one offering the highest discount percentage will receive 5 points, and subsequent scores are calculated according to the comparative formula. Two (2) additional points are awarded if the provider has a carbon footprint calculation and reporting program in use. When making the selection, the above-mentioned points will be summed up, and the provider with the highest total points will be chosen.

The client also requests net priced items other than those mentioned in this invitation to tender, such as bag filters/cassette filters of different filter classes/nominal dimensions, filter sets for small machines, and carpet pieces.

Initial survey / operational method:
The service provider will conduct an initial survey in approximately 250 properties belonging to Oulu Facility Services municipality enterprise (a property may have multiple buildings) within 3 months of the contract being finalized, the survey is included in the offered prices, and during it, all filters in use will be listed for all targets in the buildings and ventilation machine rooms/machines. The service provider will gain access to the existing target and filter listing after the contract is signed. The client and the service provider will jointly agree on a more detailed implementation and schedule for the properties to be inspected. Using the list, the service provider can input filter information into their own system and survey properties as needed. The goal is to create a filter listing that is entered into the service provider's electronic order system. The service provider is responsible for maintaining the list from the start.

The client or the client's representative, such as a property maintenance company, annually places an order for the subject filters through the service provider's electronic order system. Generally, the filters are ordered for the property twice a year. If necessary, the client can make additional orders for individual filters and, for instance, HEPA filter orders. The delivery times for filters are standard dimensions 2 weeks and special dimensions 3 weeks. The service provider will have a local contact person or available person, who will be available as needed for transactions and property tours as previously agreed. The client will hold at least one cooperation meeting per year with the service provider, where the implementation of the contract (purchase reporting) will be monitored, and cooperation will be developed.

Electronic order system:
The service provider has an electronic order system in use. The order system must have filter data sortable by property and machine room. After the service provider's survey round, the filter data with prices for all filters in use in the buildings and ventilation machine rooms/machines will be entered into the system. The www-address of the order system and demo credentials for a working test environment must be attached to the offer to verify the functionality of the system before the procurement decision. Inoperability leads to the rejection of the offer. The order system must have an order tracking feature and a field for the client’s own order number. The client uses the Basware P2P purchasing and invoicing system. Orders will be invoiced when the goods have been delivered. Freight costs are included in the offered filter prices. Options such as sealing tape (15x10 L=600 mm), protective gloves, and respiratory protection will be selectable at normal list prices for each order through the electronic order system. The supplier will arrange training for the client’s personnel for the implementation of the electronic order system.

Property tours / product support:
During property tours held at least once a year, the service provider must ensure that the best filters according to the life cycle model are in use. The service provider commits to reporting to the client about poor installation practices related to filters in the properties or other emerging issues (e.g., defective frames) and will make suggestions for deficiencies, improvement areas, and possible new filter models with justifications as necessary. Oulu Facility Services will facilitate access to the technical spaces of the properties by providing the contact information of the maintenance organizations to the supplier. The supplier will arrange the tours independently with the property maintenance. The provider must have a life cycle cost calculation (LCC calculation) program that can be used to demonstrate the energy efficiency of the selected filters if necessary. The service provider commits to providing training for staff and the maintenance company once a year, covering cooperation, products, and industry-related guidelines and standards. The service provider is expected to take an active approach to improve operations.