Library System for Libraries of the Capital Region of Finland

Helmet is a consortium of libraries of the Capital Region of Finland which consists of Cities of Helsinki, Espoo, Vantaa and Kauniainen (“Helmet Consortium"). Helmet Consortium is looking to migrate to a new library system solution (“Library System”) from the current Sierra ILS that is currently used jointly by all …

CPV: 48000000 Softwarepaket und Informationssysteme, 48160000 Bibliothekensoftwarepaket, 72000000 IT-Dienste: Beratung, Software-Entwicklung, Internet und Hilfestellung, 72200000 Softwareprogrammierung und -beratung, 72212160 Entwicklung von Bibliothekensoftware, 72220000 Systemberatung und technische Beratung, 72250000 Systemdienstleistungen und Unterstützungsdienste, 72260000 Dienstleistungen in Verbindung mit Software
Ausführungsort:
Library System for Libraries of the Capital Region of Finland
Vergabestelle:
City of Helsinki
Vergabenummer:
537801 HEL 2024-013929

1. Buyer

1.1 Buyer

Official name : City of Helsinki
Legal type of the buyer : Local authority
Activity of the contracting authority : General public services

1.1 Buyer

Official name : City of Vantaa
Legal type of the buyer : Local authority
Activity of the contracting authority : General public services

1.1 Buyer

Official name : City of Espoo
Legal type of the buyer : Local authority
Activity of the contracting authority : General public services

1.1 Buyer

Official name : City of Kauniainen
Legal type of the buyer : Local authority
Activity of the contracting authority : General public services

2. Procedure

2.1 Procedure

Title : Library System for Libraries of the Capital Region of Finland
Description : Helmet is a consortium of libraries of the Capital Region of Finland which consists of Cities of Helsinki, Espoo, Vantaa and Kauniainen (“Helmet Consortium"). Helmet Consortium is looking to migrate to a new library system solution (“Library System”) from the current Sierra ILS that is currently used jointly by all city libraries in the Helmet Consortium. The scope of the procurement is a delivery of the Library System as a SaaS service (Software as a Service) including implementation, configuration, deployment, integrations, data migration, support, training, and maintenance. The Library System shall be modern, capable of being enhanced with new features, and include the necessary functionalities for managing the library customer data, material (e.g. items, titles, and magazines), loans, returns, reservations, as well as support acquisition of library material. The implementation of the Library System shall take place during 2026. In addition, the Helmet Consortium requires that it shall be possible to run and operate the Library System in cloud infrastructure or on-premise, as designated by the Client. This requirement is an option of this procurement. The scope of the procurement is described in more detail in Annex 1 Description of the Procurement Scope. The Helmet Consortium estimates the value of the procurement to be approximately 2,200,000 euros.
Procedure identifier : b3b9ff09-c753-4598-8d03-6fd506f32ee6
Internal identifier : 537801 HEL 2024-013929
Type of procedure : Competitive dialogue
Justification for the accelerated procedure :
Main features of the procedure : COMPETITIVE NEGOTIATED PROCEDURE The procurement is subject to the Act on Public Procurement and Concession Contracts. A competitive negotiated procedure is applied due to the complexity of the procurement, which necessitates prior negotiations before an agreement can be concluded. Additionally, the description of the procurement scope cannot be drafted with sufficient precision by referring to a standard, European technical assessment, common technical specification, or technical reference. All candidates who meet the suitability requirements and other requirements set out in the invitation to participate documents will be selected for negotiations. The negotiations will cover the requirements, agreements, implementation project, and related services. The negotiations will be held in English or Finnish. The preliminary schedule is the following: The candidates must submit their participation applications by 20 May 2025, in accordance with this invitation to participate. The contracting entity will assess the participation applications and select candidates for negotiations by the end of May 2025. Negotiations will commence in June 2025 and will continue after the summer holidays in mid-August until all necessary aspects have been addressed. The contracting entity will issue the final request for proposals after the negotiations conclude, with participants submitting their final bids thereafter, during autumn 2025. The aim is that the delivery of the new Library System takes place during 2026. The schedule and process are preliminary, and the contracting entity reserves the right to make any changes to them. The contracting entity has the right to suspend the procurement procedure for a real and justified reason. As the procurement will be conducted jointly between four cities, any cancellation or similar real and justified reason on the part of one city will be deemed as grounds for cancellation for other cities, as the aim is to procure a jointly used system for the entire capital area. PARTICIPATING AS A CONSORTIUM AND USE OF RESOURCE SUBCONTRACTORS AND SUBCONTRACTORS Please see instructions under "Other Terms and Conditions".

2.1.1 Purpose

Main nature of the contract : Supplies
Additional nature of the contract : Services
Main classification ( cpv ): 48000000 Software package and information systems
Additional classification ( cpv ): 48160000 Library software package
Additional classification ( cpv ): 72000000 IT services: consulting, software development, Internet and support
Additional classification ( cpv ): 72200000 Software programming and consultancy services
Additional classification ( cpv ): 72212160 Library software development services
Additional classification ( cpv ): 72220000 Systems and technical consultancy services
Additional classification ( cpv ): 72250000 System and support services
Additional classification ( cpv ): 72260000 Software-related services

2.1.2 Place of performance

Anywhere in the European Economic Area

2.1.4 General information

Legal basis :
Directive 2014/24/EU

2.1.6 Grounds for exclusion

Analogous situation like bankruptcy under national law : The economic operator is in any analogous situation like bankruptcy arising from a similar procedure under national laws and regulations.
Bankruptcy : The economic operator is bankrupt.
Corruption : The economic operator itself or any person who is a member of its administrative, management or supervisory body or has powers of representation, decision or control therein has been the subject of a conviction by final judgment for corruption, by a conviction rendered at the most five years ago or in which an exclusion period set out directly in the conviction continues to be applicable.
Arrangement with creditors : The economic operator is in arrangement with creditors.
Participation in a criminal organisation : The economic operator itself or any person who is a member of its administrative, management or supervisory body or has powers of representation, decision or control therein has been the subject of a conviction by final judgment for participation in a criminal organisation, by a conviction rendered at the most five years ago or in which an exclusion period set out directly in the conviction continues to be applicable.
Agreements with other economic operators aimed at distorting competition : The economic operator has entered into agreements with other economic operators aimed at distorting competition.
Breaching of obligations in the fields of environmental law : The economic operator has breached its obligations in the field of environmental law.
Money laundering or terrorist financing : The economic operator itself or any person who is a member of its administrative, management or supervisory body or has powers of representation, decision or control therein has been the subject of a conviction by final judgment for money laundering or terrorist financing, by a conviction rendered at the most five years ago or in which an exclusion period set out directly in the conviction continues to be applicable.
Fraud : The economic operator itself or any person who is a member of its administrative, management or supervisory body or has powers of representation, decision or control therein has been the subject of a conviction by final judgment for fraud, by a conviction rendered at the most five years ago or in which an exclusion period set out directly in the conviction continues to be applicable.
Child labour and other forms of trafficking in human beings : The economic operator itself or any person who is a member of its administrative, management or supervisory body or has powers of representation, decision or control therein has been the subject of a conviction by final judgment for child labour and other forms of trafficking in human beings, by a conviction rendered at the most five years ago or in which an exclusion period set out directly in the conviction continues to be applicable.
Insolvency : The economic operator is the subject of insolvency or winding-up.
Breaching of obligations in the fields of labour law : The economic operator has breached its obligations in the field of labour law.
Assets being administered by liquidator : The assets of the economic operator are being administered by a liquidator or by the court.
Guilty of misrepresentation, withheld information, unable to provide required documents and obtained confidential information of this procedure : The economic operator can confirm that: a) It has been guilty of serious misrepresentation in supplying the information required for the verification of the absence of grounds for exclusion or the fulfilment of the selection criteria, b) It has withheld such information, c) It has not been able, without delay, to submit the supporting documents required by a contracting authority or contracting entity, and d) It has undertaken to unduly influence the decision making process of the contracting authority or contracting entity, to obtain confidential information that may confer upon it undue advantages in the procurement procedure or to negligently provide misleading information that may have a material influence on decisions concerning exclusion, selection or award.
Purely national exclusion grounds : Any person who is a member of the economic operator’s administrative, management or supervisory body or has powers of representation, decision or control therein has been the subject of a conviction by final judgment for work safety offence, working hours offence, work discrimination, extortionate work discrimination, violation of the right to organise or unauthorised use of foreign labour.
Conflict of interest due to its participation in the procurement procedure : The economic operator is aware of any conflict of interest, as indicated in national law, the relevant notice or the procurement documents due to its participation in the procurement procedure.
Direct or indirect involvement in the preparation of this procurement procedure : The economic operator or an undertaking related to it has advised the contracting authority or contracting entity or otherwise been involved in the preparation of the procurement procedure.
Guilty of grave professional misconduct : The economic operator is guilty of grave professional misconduct.
Early termination, damages or other comparable sanctions : The economic operator has experienced that a prior public contract, a prior contract with a contracting entity or a prior concession contract was terminated early, or that damages or other comparable sanctions were imposed in connection with that prior contract.
Breaching of obligations in the fields of social law : The economic operator has breached its obligations in the field of social law.
Payment of social security contributions : The economic operator has breached its obligations relating to the payment social security contributions, both in the country in which it is established and in Member State of the contracting authority or contracting entity if other than the country of establishment.
Business activities are suspended : The business activities of the economic operator are suspended.
Payment of taxes : The economic operator has breached its obligations relating to the payment of taxes, both in the country in which it is established and in Member State of the contracting authority or contracting entity if other than the country of establishment.
Terrorist offences or offences linked to terrorist activities : The economic operator itself or any person who is a member of its administrative, management or supervisory body or has powers of representation, decision or control therein has been the subject of a conviction by final judgment for terrorist offences or offences linked to terrorist activities, by a conviction rendered at the most five years ago or in which an exclusion period set out directly in the conviction continues to be applicable.

5. Lot

5.1 Lot technical ID : LOT-0000

Title : Library System for Libraries of the Capital Region of Finland
Description : Helmet is a consortium of libraries of the Capital Region of Finland which consists of Cities of Helsinki, Espoo, Vantaa and Kauniainen (“Helmet Consortium"). Helmet Consortium is looking to migrate to a new library system solution (“Library System”) from the current Sierra ILS that is currently used jointly by all city libraries in the Helmet Consortium. The scope of the procurement is a delivery of the Library System as a SaaS service (Software as a Service) including implementation, configuration, deployment, integrations, data migration, support, training, and maintenance. The Library System shall be modern, capable of being enhanced with new features, and include the necessary functionalities for managing the library customer data, material (e.g. items, titles, and magazines), loans, returns, reservations, as well as support acquisition of library material. The implementation of the Library System shall take place during 2026. In addition, the Helmet Consortium requires that it shall be possible to run and operate the Library System in cloud infrastructure or on-premise, as designated by the Client. This requirement is an option of this procurement. The scope of the procurement is described in more detail in Annex 1 Description of the Procurement Scope. The Helmet Consortium estimates the value of the procurement to be approximately 2,200,000 euros.
Internal identifier : 537801 HEL 2024-013929

5.1.1 Purpose

Main nature of the contract : Supplies
Additional nature of the contract : Services
Main classification ( cpv ): 48000000 Software package and information systems
Additional classification ( cpv ): 48160000 Library software package
Additional classification ( cpv ): 72000000 IT services: consulting, software development, Internet and support
Additional classification ( cpv ): 72200000 Software programming and consultancy services
Additional classification ( cpv ): 72212160 Library software development services
Additional classification ( cpv ): 72220000 Systems and technical consultancy services
Additional classification ( cpv ): 72250000 System and support services
Additional classification ( cpv ): 72260000 Software-related services

5.1.2 Place of performance

Anywhere in the European Economic Area
Additional information :

5.1.3 Estimated duration

Other duration : Unlimited

5.1.6 General information

Reserved participation : Participation is not reserved.
Procurement Project not financed with EU Funds.
The procurement is covered by the Government Procurement Agreement (GPA) : yes
This procurement is also suitable for small and medium-sized enterprises (SMEs) : yes

5.1.9 Selection criteria

Criterion :
Type : Economic and financial standing
Name : General yearly turnover
Description : As described in the ESPD.
Use of this criterion : Used
Criterion :
Type : Economic and financial standing
Name : Professional Risk Indemnity Insurance
Description : As described in the ESPD.
Use of this criterion : Used
Criterion :
Type : Economic and financial standing
Name : Credit Rating
Description : As described in the ESPD.
Use of this criterion : Used
Criterion :
Type : Economic and financial standing
Name : Sanctions and freezing of funds
Description : As described in the ESPD.
Use of this criterion : Used
Criterion :
Type : Suitability to pursue the professional activity
Name : Enrolment in a relevant professional register
Description : As described in the ESPD.
Use of this criterion : Used
Criterion :
Type : Suitability to pursue the professional activity
Name : Enrolment in a trade register
Description : As described in the ESPD.
Use of this criterion : Used
Criterion :
Type : Technical and professional ability
Name : References
Description : As described in the ESPD.
Use of this criterion : Used

5.1.10 Award criteria

Criterion :
Type : Quality
Name : [Täydennetään alustavat kriteerit?]
Description : The estimated weight of quality is xx-xx %
Criterion :
Type : Price
Name :
Description : The estimated weight of price is xx-xx%.
Description of the method to be used if weighting cannot be expressed by criteria :
Justification for not indicating the weighting of the award criteria :

5.1.11 Procurement documents

Deadline for requesting additional information : 06/05/2025 13:00 +00:00

5.1.12 Terms of procurement

Terms of submission :
Electronic submission : Required
Languages in which tenders or requests to participate may be submitted : English, Finnish
Electronic catalogue : Not allowed
Tenderers may submit more than one tender : Allowed
Deadline for receipt of requests to participate : 20/05/2025 13:00 +00:00
Terms of contract :
The execution of the contract must be performed within the framework of sheltered employment programmes : No
Electronic invoicing : Required
Electronic ordering will be used : yes
Electronic payment will be used : yes

5.1.15 Techniques

Framework agreement :
No framework agreement
Information about the dynamic purchasing system :
No dynamic purchase system

5.1.16 Further information, mediation and review

Review organisation : Market Court -
Organisation providing additional information about the procurement procedure : City of Helsinki -

8. Organisations

8.1 ORG-0001

Official name : City of Helsinki
Registration number : 0201256-6
Postal address : PL 51400
Town : Helsingin kaupunki
Postcode : 00099
Country subdivision (NUTS) : Helsinki-Uusimaa ( FI1B1 )
Country : Finland
Contact point : City of Helsinki
Telephone : +358 93101691
Roles of this organisation :
Buyer
Group leader
Organisation providing additional information about the procurement procedure

8.1 ORG-0002

Official name : City of Vantaa
Registration number : 0124610-9
Town : City of Vantaa
Postcode : 01030
Country subdivision (NUTS) : Helsinki-Uusimaa ( FI1B1 )
Country : Finland
Contact point : City of Helsinki
Telephone : +358 93101691
Roles of this organisation :
Buyer

8.1 ORG-0003

Official name : City of Espoo
Registration number : 0101263-6
Town : City of Espoo
Postcode : 02070
Country subdivision (NUTS) : Helsinki-Uusimaa ( FI1B1 )
Country : Finland
Contact point : City of Helsinki
Telephone : +358 93101691
Roles of this organisation :
Buyer

8.1 ORG-0004

Official name : City of Kauniainen
Registration number : 0203026-2
Town : City of Kauniainen
Postcode : 02701
Country subdivision (NUTS) : Helsinki-Uusimaa ( FI1B1 )
Country : Finland
Contact point : City of Helsinki
Telephone : +358 93101691
Roles of this organisation :
Buyer

8.1 ORG-0005

Official name : Market Court
Registration number : 3006157-6
Postal address : Radanrakentajantie 5
Town : Helsinki
Postcode : 00520
Country subdivision (NUTS) : Helsinki-Uusimaa ( FI1B1 )
Country : Finland
Telephone : +358 295643300
Roles of this organisation :
Review organisation

8.1 ORG-0006

Official name : Hansel Oy (Hilma)
Registration number : FI09880841
Postal address : Mannerheiminaukio 1a
Town : Helsinki
Postcode : 00100
Country subdivision (NUTS) : Helsinki-Uusimaa ( FI1B1 )
Country : Finland
Contact point : eSender
Telephone : 029 55 636 30
Roles of this organisation :
TED eSender
Notice information
Notice identifier/version : 44fd7bfa-e297-465a-891a-f82d491a2e41 - 01
Form type : Competition
Notice type : Contract or concession notice – standard regime
Notice dispatch date : 17/04/2025 12:52 +00:00
Notice dispatch date (eSender) : 17/04/2025 12:54 +00:00
Languages in which this notice is officially available : English
Notice publication number : 00259547-2025
OJ S issue number : 78/2025
Publication date : 22/04/2025