HR Solution for VR Group / Invitation to participate

VR-Group Plc (hereinafter also "VR" or "contracting entity") is procuring a modern SaaS based HR Solution. The procurement also includes implementation and support services (hereinafter “Solution”). The target of this procurement is that the new Solution will replace two current HRM systems. At the moment separate systems are used in …

CPV: 72000000 Servicios TI: consultoría, desarrollo de software, Internet y apoyo, 48000000 Paquetes de software y sistemas de información
Lugar de ejecución:
HR Solution for VR Group / Invitation to participate
Organismo adjudicador:
VR-Yhtymä Oyj / VR-Group Plc
Número de premio:
552363

1. Buyer

1.1 Buyer

Official name : VR-Yhtymä Oyj / VR-Group Plc
Legal type of the buyer : Public undertaking
Activity of the contracting entity : Railway services

2. Procedure

2.1 Procedure

Title : HR Solution for VR Group / Invitation to participate
Description : VR-Group Plc (hereinafter also "VR" or "contracting entity") is procuring a modern SaaS based HR Solution. The procurement also includes implementation and support services (hereinafter “Solution”). The target of this procurement is that the new Solution will replace two current HRM systems. At the moment separate systems are used in Finland and in Sweden. Thus, the new Solution needs to cover operations in Finland, Sweden and be easily extended to other countries in the future, if necessary. VR is looking for a robust, scalable and Solution which is a single product or products from the same product family as well as supplier who will implement the Solution (including integrations and migrations) in the given target schedule and has expertise in similar implementation programs. Supplier provides solution continuous support. The scope of the procurement will cover all these aspects. VR expects the selected supplier to have proven expertise in implementing large scale HR solutions for multinational organizations. The supplier should demonstrate experience with SaaS-based HR implementations, including integrations with payroll, finance, and other enterprise systems. Additionally, the supplier should have the capability to provide ongoing support and system updates in compliance with European labour laws and data protection regulations. Additionally, the supplier should have the capability to provide ongoing support and system updates in compliance with European labour laws and data protection regulations. The fixed agreement period is four (4) years from the date of signing the agreement. After the fixed period the agreement shall remain valid until further notice. VR Group consists of around 15 legal entities in Finland, Sweden and Latvia and has over 9100 employees. This procurement is made for all legal entities under VR Group, i.e. VR-Group Plc and all its group companies. At the commencement of the procurement procedure there are: • In Finland 12 relevant legal entities. In addition, there is also a maintenance company VR FleetCare. • In Sweden VR Sverige AB and VR Snabbtåg Sverige AB, and • In Latvia VR Services Latvia SIA In case new VR Group entities would be established, the procured solution must be possible to take into use in also such entities. The key business objectives of this procurement include streamlining HR processes, improving data consistency across different legal entities, and enhancing user experience for employees and HR personnel. The preliminary description of the procurement is attached to this invitation to participate. The description and related documentation will be specified during negotiations and the final subject-matter will be described in the final invitation to tender. More detailed information regarding the content and schedules of the negotiations will be provided to the selected tenderers. The aim is to start the negotiations in June 2025. Also, the aim is that the procurement process would end in Q4/2025, when the implementation would start. VR is planning a phased go live and the goal is to have the first legal entities with fully implemented system in place in H2/2026 with rollouts following. The schedule of the procurement may however change during the procurement procedure. Functional and non-functional requirements as well as system and integration architecture requirements will be provided later during the procurement procedure. All requirements for the procurement, as well as the contract terms, will be defined during the procurement procedure. All final requirements will be presented in the final invitation to tender.
Procedure identifier : c2b6fdee-859c-4ac2-95b5-265c044e96f8
Internal identifier : 552363
Type of procedure : Negotiated with prior publication of a call for competition / competitive with negotiation
The procedure is accelerated : no
Justification for the accelerated procedure :
Main features of the procedure :

2.1.1 Purpose

Main nature of the contract : Services
Additional nature of the contract : Supplies
Main classification ( cpv ): 72000000 IT services: consulting, software development, Internet and support
Additional classification ( cpv ): 48000000 Software package and information systems

2.1.2 Place of performance

Anywhere in the European Economic Area

2.1.4 General information

Additional information : The Finnish Act on Procurements and Concession Contracts of Entities Operating in the Water and Energy Supply, Transport and Postal Services Sector 1398/2016 (later "Act on Procurement Contracts in the Utilities Sector") applies to the procurement. The procurement will be carried out by means of negotiated procedure. All requirements for the procurement, as well as the contract terms, will be defined during the procurement procedure. All final requirements will be presented in the final invitation to tender. This procurement is a joint procurement of VR-Group Plc and VR Snabbtåg Sverige AB as referred to in Article 57 point 4 of the Utilities Directive (25/2014/EU), section 32 subsection 3 of the Finnish Act on Procurement Contracts in the Utilities Sector (1398/2016) and chapter 7, sections 9, 12, 13 and 14 of the Swedish Act on Procurement in the Utilities Sectors (2016:1146). VR-Group Plc will conduct the procurement procedure on behalf of both VR-Group Plc and VR Snabbtåg Sverige AB. VR-Group Plc will be responsible for the entire procurement procedure including all stages of the procurement procedure and possible appeal and rectification procedures. All of these processes will be entirely conducted according to Finnish law according to applicable legislation. The Finnish Act on Procurement Contracts in the Utilities Sector (1398/2016) is applied to the procurement. For the avoidance of doubt, the procurement is made for all legal entities under VR Group, i.e. VR-Group Plc and all its group companies. VR-Group Plc and VR Snabbtåg Sverige AB have been mentioned specifically here due to procurement law reasons, but the procurement as such coverers all legal entities under VR Group as described also elsewhere in the procurement notice documents. A candidate must fulfil all suitability requirements set in the contract notice and its appendices in order to be qualified as a tenderer to the procurement procedure. Due to the need to manage the procurement process, the number of selected tenderers has been limited to five (5). Suitability requirements are presented in the ESPD form (European Single Procurement Document) attached to the contract notice. If more than five (5) requests to participate are received from candidates fulfilling the suitability requirements, the number of candidates will have to be reduced. In this case, VR will compare the references provided by the candidates and customer satisfaction to the extent that they exceed the minimum requirements set for the references and as described in section "Grounds for decision" in the invitation to participate and Appendix 2 "Reference form" and Appendix 3 "Customer Satisfaction Survey". If there are five (5) or fewer candidates fulfilling the suitability requirements, references and customer satisfaction survey will not be scored and compared.
Legal basis :
Directive 2014/25/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.
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 : HR Solution for VR Group / Invitation to participate
Description : VR-Group Plc (hereinafter also "VR" or "contracting entity") is procuring a modern SaaS based HR Solution. The procurement also includes implementation and support services (hereinafter “Solution”). The target of this procurement is that the new Solution will replace two current HRM systems. At the moment separate systems are used in Finland and in Sweden. Thus, the new Solution needs to cover operations in Finland, Sweden and be easily extended to other countries in the future, if necessary. VR is looking for a robust, scalable and Solution which is a single product or products from the same product family as well as supplier who will implement the Solution (including integrations and migrations) in the given target schedule and has expertise in similar implementation programs. Supplier provides solution continuous support. The scope of the procurement will cover all these aspects. VR expects the selected supplier to have proven expertise in implementing large scale HR solutions for multinational organizations. The supplier should demonstrate experience with SaaS-based HR implementations, including integrations with payroll, finance, and other enterprise systems. Additionally, the supplier should have the capability to provide ongoing support and system updates in compliance with European labour laws and data protection regulations. Additionally, the supplier should have the capability to provide ongoing support and system updates in compliance with European labour laws and data protection regulations. The fixed agreement period is four (4) years from the date of signing the agreement. After the fixed period the agreement shall remain valid until further notice. VR Group consists of around 15 legal entities in Finland, Sweden and Latvia and has over 9100 employees. This procurement is made for all legal entities under VR Group, i.e. VR-Group Plc and all its group companies. At the commencement of the procurement procedure there are: • In Finland 12 relevant legal entities. In addition, there is also a maintenance company VR FleetCare. • In Sweden VR Sverige AB and VR Snabbtåg Sverige AB, and • In Latvia VR Services Latvia SIA In case new VR Group entities would be established, the procured solution must be possible to take into use in also such entities. The key business objectives of this procurement include streamlining HR processes, improving data consistency across different legal entities, and enhancing user experience for employees and HR personnel. The preliminary description of the procurement is attached to this invitation to participate. The description and related documentation will be specified during negotiations and the final subject-matter will be described in the final invitation to tender. More detailed information regarding the content and schedules of the negotiations will be provided to the selected tenderers. The aim is to start the negotiations in June 2025. Also, the aim is that the procurement process would end in Q4/2025, when the implementation would start. VR is planning a phased go live and the goal is to have the first legal entities with fully implemented system in place in H2/2026 with rollouts following. The schedule of the procurement may however change during the procurement procedure. Functional and non-functional requirements as well as system and integration architecture requirements will be provided later during the procurement procedure. All requirements for the procurement, as well as the contract terms, will be defined during the procurement procedure. All final requirements will be presented in the final invitation to tender.
Internal identifier : 552363

5.1.1 Purpose

Main nature of the contract : Services
Additional nature of the contract : Supplies
Main classification ( cpv ): 72000000 IT services: consulting, software development, Internet and support
Additional classification ( cpv ): 48000000 Software package and information systems

5.1.2 Place of performance

Anywhere in the European Economic Area
Additional information :

5.1.3 Estimated duration

Other duration : Unlimited

5.1.4 Renewal

Maximum renewals : 1
Other information about renewals : The fixed agreement period is four (4) years from the date of signing the agreement. After the fixed period the agreement shall remain valid until further notice.

5.1.6 General information

Reserved participation : Participation is not reserved.
The procurement is covered by the Government Procurement Agreement (GPA) : yes
This procurement is also suitable for small and medium-sized enterprises (SMEs) : yes
Additional information : The Finnish Act on Procurements and Concession Contracts of Entities Operating in the Water and Energy Supply, Transport and Postal Services Sector 1398/2016 (later "Act on Procurement Contracts in the Utilities Sector") applies to the procurement. The procurement will be carried out by means of negotiated procedure. All requirements for the procurement, as well as the contract terms, will be defined during the procurement procedure. All final requirements will be presented in the final invitation to tender. This procurement is a joint procurement of VR-Group Plc and VR Snabbtåg Sverige AB as referred to in Article 57 point 4 of the Utilities Directive (25/2014/EU), section 32 subsection 3 of the Finnish Act on Procurement Contracts in the Utilities Sector (1398/2016) and chapter 7, sections 9, 12, 13 and 14 of the Swedish Act on Procurement in the Utilities Sectors (2016:1146). VR-Group Plc will conduct the procurement procedure on behalf of both VR-Group Plc and VR Snabbtåg Sverige AB. VR-Group Plc will be responsible for the entire procurement procedure including all stages of the procurement procedure and possible appeal and rectification procedures. All of these processes will be entirely conducted according to Finnish law according to applicable legislation. The Finnish Act on Procurement Contracts in the Utilities Sector (1398/2016) is applied to the procurement. For the avoidance of doubt, the procurement is made for all legal entities under VR Group, i.e. VR-Group Plc and all its group companies. VR-Group Plc and VR Snabbtåg Sverige AB have been mentioned specifically here due to procurement law reasons, but the procurement as such coverers all legal entities under VR Group as described also elsewhere in the procurement notice documents. A candidate must fulfil all suitability requirements set in the contract notice and its appendices in order to be qualified as a tenderer to the procurement procedure. Due to the need to manage the procurement process, the number of selected tenderers has been limited to five (5). Suitability requirements are presented in the ESPD form (European Single Procurement Document) attached to the contract notice. If more than five (5) requests to participate are received from candidates fulfilling the suitability requirements, the number of candidates will have to be reduced. In this case, VR will compare the references provided by the candidates and customer satisfaction to the extent that they exceed the minimum requirements set for the references and as described in section "Grounds for decision" in the invitation to participate and Appendix 2 "Reference form" and Appendix 3 "Customer Satisfaction Survey". If there are five (5) or fewer candidates fulfilling the suitability requirements, references and customer satisfaction survey will not be scored and compared.

5.1.7 Strategic procurement

Social objective promoted : Human rights due diligence in global supply chains, Fair working conditions
Innovative objective : The procured works, supplies or services are novel or significantly improved compared to other works, supplies, or services already on the market.

5.1.9 Selection criteria

Criterion :
Type : Economic and financial standing
Name : Please see suitability requirements in full in the ESPD document.
Description : Please see suitability requirements in full in the ESPD document
Use of this criterion : Used
Criterion :
Type : Suitability to pursue the professional activity
Name : Please see suitability requirements in full in the ESPD document
Description : Please see suitability requirements in full in the ESPD document.
Use of this criterion : Used
Criterion :
Type : Technical and professional ability
Name : Please see suitability requirements in full in the ESPD document and Appendix 2 Reference form
Description : Please see suitability requirements in full in the ESPD document.
Use of this criterion : Used
Information about the second stage of a two-stage procedure :
Minimum number of candidates to be invited for the second stage of the procedure : 1
Maximum number of candidates to be invited for the second stage of the procedure : 5

5.1.10 Award criteria

Criterion :
Type : Price
Name :
Description : In the final tender phase, the criteria for selecting the most economically advantageous tender shall be the best price-quality ratio. The range of comparison criteria weighting shall be: PRICE: 30-50 % More detailed information about the comparison criteria shall be presented during the procurement procedure. Final criteria will be defined in the final invitation to tender.
Criterion :
Type : Quality
Name :
Description : In the final tender phase, the criteria for selecting the most economically advantageous tender shall be the best price-quality ratio. The range of comparison criteria weighting shall be: QUALITY: 50-70 % More detailed information about the comparison criteria shall be presented during the procurement procedure. Final criteria will be defined in the final invitation to tender.
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

Languages in which the procurement documents are officially available : English
Deadline for requesting additional information : 29/04/2025 07:00 +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
Electronic catalogue : Not allowed
Variants : Not allowed
Tenderers may submit more than one tender : Not allowed
Deadline for receipt of requests to participate : 19/05/2025 07:00 +00:00
Terms of contract :
The execution of the contract must be performed within the framework of sheltered employment programmes : No
Conditions relating to the performance of the contract : To the extent relevant, conditions and terms of performance will be specified during the procurement procedure in the final invitation to tender
A non-disclosure agreement is required : yes
Additional information about the non-disclosure agreement : The candidate participating in the negotiated procedure undertakes to sign a Non Disclosure Agreement submitted separately by VR to the selected tenderers after the selection of tenderers. Signing the Non Disclosure Agreement is required in order for the candidate to be able to proceed to the negotiation phase.
Electronic invoicing : Required
Electronic ordering will be used : yes
Electronic payment will be used : yes
Financial arrangement : To the extent relevant, finance and payment terms will be specified during the procurement procedure in the final invitation to tender

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 : Markkinaoikeus -
Organisation providing additional information about the procurement procedure : VR-Yhtymä Oyj / VR-Group Plc -

8. Organisations

8.1 ORG-0001

Official name : VR-Yhtymä Oyj / VR-Group Plc
Registration number : 1003521-5
Postal address : PL 488 (Radiokatu 3)
Town : Helsinki
Postcode : 00096
Country subdivision (NUTS) : Helsinki-Uusimaa ( FI1B1 )
Country : Finland
Contact point : Procurement unit
Telephone : +358 294343
Internet address : http://www.vrgroup.fi
Roles of this organisation :
Buyer
Organisation providing additional information about the procurement procedure

8.1 ORG-0002

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

8.1 ORG-0003

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 : f16a2d06-45e8-4a72-acd9-280cb073bd50 - 01
Form type : Competition
Notice type : Contract or concession notice – standard regime
Notice dispatch date : 17/04/2025 18:48 +00:00
Notice dispatch date (eSender) : 17/04/2025 18:53 +00:00
Languages in which this notice is officially available : English
Notice publication number : 00259697-2025
OJ S issue number : 78/2025
Publication date : 22/04/2025