Invitation to Participate: Pharmacy Automation System (Warehouse, Inventory and Internal Logistics)

HUS Group (hereinafter referred also as "HUS" or “Contracting Authority”) requests Candidates to submit a Request to Participate for a procurement of Pharmacy Warehouse Automation System and related services therein. The system shall include automation of HUS Pharmacy Warehouse, Inventory and Internal Logistics. The object of the procurement is a …

CPV: 33190000 Diverse medicinktekniska produkter, 42965100 Driftssystem för lager
Plats för avrättning:
Invitation to Participate: Pharmacy Automation System (Warehouse, Inventory and Internal Logistics)
Plats för tilldelning:
HUS-yhtymä
Tilldelningsnummer:
HUS 094-2025

1. Buyer

1.1 Buyer

Official name : HUS-yhtymä
Legal type of the buyer : Regional authority
Activity of the contracting authority : Health

2. Procedure

2.1 Procedure

Title : Invitation to Participate: Pharmacy Automation System (Warehouse, Inventory and Internal Logistics)
Description : HUS Group (hereinafter referred also as "HUS" or “Contracting Authority”) requests Candidates to submit a Request to Participate for a procurement of Pharmacy Warehouse Automation System and related services therein. The system shall include automation of HUS Pharmacy Warehouse, Inventory and Internal Logistics. The object of the procurement is a comprehensive inventory automation solution. The system as well as all the related services specified as the object of this procurement shall be hereinafter referred to as “System”. OBJECT The purpose of the System is to automate the management, storage, and pickup of pharmaceutical supplies. The storage and collection of medicines will be carried out by a control system that receives orders from the pharmacy's ERP system, directs the picking and delivery of orders, monitors product inventory levels, and reports them to the ERP system. The System must function seamlessly as part of the pharmaceutical supply and its operational processes. including, for example: - Storage automation systems - Conveyor systems including pallet lift and box lifting systems - Control systems The System to be procured will be installed at the Contracting Authority's facilities in Helsinki. AIM OF THE PROCUREMENT The aim of the procurement is to maximize the automation of storage and collection of packages, minimize picking errors, sort collections according to delivery routes to dispatch areas, and enable the automatic transfer of incoming goods as pallets from the terminal area of the service yard to the pharmaceutical warehouse. The pharmacy receives deliveries of medicines from wholesalers in the form of several dozen pallets every weekday. Additionally, the aim is to transfer manufactured medicines from the cleanroom of pharmaceutical production to the pharmaceutical warehouse for storage at different temperatures. In this context, the warehouse automation refers to an automatic device used for the storage and distribution of medicines, capable of storing a large number of packages within the device relative to the floor space required by the device, and collecting product packages based on given requests. The Contracting Authority seeks a solution where picking is swift and malfunction of a single device does not cause significant disruptions to the unit's operations. The system as a whole must take into account logistical needs. INSTALLATION The Supplier is responsible for installing the System in the premises in cooperation with the contractor of the new building. When positioning the devices, the Supplier must take into account the passageways in the warehouse and the structural columns of the building. Collaboration with the contractor during the construction phase is required, including planning the placement of the System and discussing inlets and other facilitative details with the contractor. SCHEDULE The Contract will be signed in the first quarter of 2026. After the supplier selection, the Supplier, Contracting Authority and End User, and Constructor will prepare a project schedule that takes into account the installation schedules of the different parts of the procurement. The start of the installation work for the warehouse automation will be agreed upon with the builder. Commissioning tests and qualifications will be carried out with the user after the building is handed over.
Procedure identifier : e87dfb90-942d-4323-a6c5-c05432e1dffe
Internal identifier : HUS 094-2025
Type of procedure : Competitive dialogue
Justification for the accelerated procedure :
Main features of the procedure : The procurement follows the Act on Public Procurement and Concession Contracts (1397/2016, Procurement Act). Value of the procurement exceeds the EU threshold value. The procurement procedure is a competitive negotiation procedure in accordance with the Section 36 of the Procurement Act. The subject of the procurement is socially significant, and carries a crucial role for the national societal supply security. Due to specific reasons related to the nature and complexity of this procurement, and the associated risks therein, the Contract for this procurement cannot be awarded without prior negotiations. Moreover, the needs of the contracting authority cannot be met without adapting existing solutions, and it includes design and innovative solution. Therefore, there is a legal basis for choosing the procedure of competitive negotiation. In the competitive negotiation procedure, the contracting authority publishes a notice of procurement, to which all interested suppliers can request to participate. The contracting authority negotiates with the candidates admitted to the procedure to explore and define the means by which its needs can be best met. The basis for overall economic advantage is the best price-quality ratio as referred to in Section 93. The stages of the procedure are as follows: 1. The contracting authority publishes an Invitation to Participate 2. Participants may submit questions related to the Invitation to Participate, which the contracting authority will respond to 3. Participants submit their applications ("Request to Participate") 4. The contracting authority invites up to three candidates for negotiations. Two negotiations will be held: - the first in 6-7/2025* - the second 9-11/2025* 5. The contracting authority selects the bidders and the final call for tenders will be published on late 2025*, with tenders requested to be submitted by 12/2025-1/2026.* 6. The contracting authority opens, reviews, and compares the bids 7. The contracting authority makes the procurement decision and notifies all bidders 8. The contracting authority concludes the procurement contract with the selected supplier. The contract will be signed in the first quarter of 2026.* 9. The construction will be completed in 2029*, at which point the equipment will be installed and operational. * = Preliminary information, subject to changes The tender documents are available in English language. Should the candidate wish to obtain the tender documents in another language, they shall themselves arrange for their translation and bear the costs thus incurred. Partial tenders, alternate tenders or parallel tenders shall not be accepted. Preliminary Evaluation Criteria for the Call for Tenders: - Price: 85-95 % - Quality: 5-15 %, with quality criteria including the technical characteristics of the equipment, such as capacity, reliability, and degree of automation, as well as usability and user-friendliness. The contracting authority may supplement and refine these evaluation criteria during the negotiations.

2.1.1 Purpose

Main nature of the contract : Supplies
Main classification ( cpv ): 42965100 Warehouse management system
Additional classification ( cpv ): 33190000 Miscellaneous medical devices and products

2.1.2 Place of performance

Country subdivision (NUTS) : Helsinki-Uusimaa ( FI1B1 )
Country : Finland

2.1.3 Value

Estimated value excluding VAT : 5 000 000 Euro

2.1.4 General information

Additional information : The procurement is arranged in compliance with the Finnish Act on Public Procurements and Concession Contracts (1397/2016). The procurement procedure is Competitive Procedure with Negotiation. Interested Candidates may request to participate in the forthcoming negotiations by submitting their request to participate through the Supplier Portal. The requests must be submitted in Finnish or English. Any Candidate may participate independently or use sub-contractors. Group of Candidates may also form a consortium. In such a case, all members of consortium are juridically and economically responsible for the services and all members must fill in the ESPD form. In case of a consortium, one member shall be nominated as the Lead Company coordinating the tender and representing the Consortium in contractual terms. A maximum of three (3) Candidates will be selected for the procedure. Should there be less than three Candidates, all Candidates who meet the requirements shall be selected in the next stage. If there are more than three Candidates, the participants for the next stage will be selected on the basis of the criteria specified in this Invitation to Participate. After the selection of Candidates, HUS Group will conduct negotiations with all Candidates. After negotiations, the Call for Tenders will be submitted for the participants selected to the procedure. In the tender phase, tenders will be compared according to comparison criteria described in call for tenders. As a result of the procurement, HUS will award the contract to one (1) Supplier. RESERVATION: This Invitation to Participate as well as the Call for Tenders is conditional until the budget for the procurement is approved by HUS's governing bodies or the project's funding is otherwise secured. The Contracting Authority may suspend the procurement if the project's funding does not materialize as planned.
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.
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 : Invitation to Participate: Pharmacy Automation System (Warehouse, Inventory and Internal Logistics)
Description : HUS Group (hereinafter referred also as "HUS" or “Contracting Authority”) requests Candidates to submit a Request to Participate for a procurement of Pharmacy Warehouse Automation System and related services therein. The system shall include automation of HUS Pharmacy Warehouse, Inventory and Internal Logistics. The object of the procurement is a comprehensive inventory automation solution. The system as well as all the related services specified as the object of this procurement shall be hereinafter referred to as “System”. OBJECT The purpose of the System is to automate the management, storage, and pickup of pharmaceutical supplies. The storage and collection of medicines will be carried out by a control system that receives orders from the pharmacy's ERP system, directs the picking and delivery of orders, monitors product inventory levels, and reports them to the ERP system. The System must function seamlessly as part of the pharmaceutical supply and its operational processes. including, for example: - Storage automation systems - Conveyor systems including pallet lift and box lifting systems - Control systems The System to be procured will be installed at the Contracting Authority's facilities in Helsinki. AIM OF THE PROCUREMENT The aim of the procurement is to maximize the automation of storage and collection of packages, minimize picking errors, sort collections according to delivery routes to dispatch areas, and enable the automatic transfer of incoming goods as pallets from the terminal area of the service yard to the pharmaceutical warehouse. The pharmacy receives deliveries of medicines from wholesalers in the form of several dozen pallets every weekday. Additionally, the aim is to transfer manufactured medicines from the cleanroom of pharmaceutical production to the pharmaceutical warehouse for storage at different temperatures. In this context, the warehouse automation refers to an automatic device used for the storage and distribution of medicines, capable of storing a large number of packages within the device relative to the floor space required by the device, and collecting product packages based on given requests. The Contracting Authority seeks a solution where picking is swift and malfunction of a single device does not cause significant disruptions to the unit's operations. The system as a whole must take into account logistical needs. INSTALLATION The Supplier is responsible for installing the System in the premises in cooperation with the contractor of the new building. When positioning the devices, the Supplier must take into account the passageways in the warehouse and the structural columns of the building. Collaboration with the contractor during the construction phase is required, including planning the placement of the System and discussing inlets and other facilitative details with the contractor. SCHEDULE The Contract will be signed in the first quarter of 2026. After the supplier selection, the Supplier, Contracting Authority and End User, and Constructor will prepare a project schedule that takes into account the installation schedules of the different parts of the procurement. The start of the installation work for the warehouse automation will be agreed upon with the builder. Commissioning tests and qualifications will be carried out with the user after the building is handed over.
Internal identifier : HUS 094-2025

5.1.1 Purpose

Main nature of the contract : Supplies
Main classification ( cpv ): 42965100 Warehouse management system
Additional classification ( cpv ): 33190000 Miscellaneous medical devices and products

5.1.2 Place of performance

Country subdivision (NUTS) : Helsinki-Uusimaa ( FI1B1 )
Country : Finland
Additional information :

5.1.3 Estimated duration

Other duration : Unknown

5.1.5 Value

Estimated value excluding VAT : 5 000 000 Euro

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) : no
Additional information : The procurement is arranged in compliance with the Finnish Act on Public Procurements and Concession Contracts (1397/2016). The procurement procedure is Competitive Procedure with Negotiation. Interested Candidates may request to participate in the forthcoming negotiations by submitting their request to participate through the Supplier Portal. The requests must be submitted in Finnish or English. Any Candidate may participate independently or use sub-contractors. Group of Candidates may also form a consortium. In such a case, all members of consortium are juridically and economically responsible for the services and all members must fill in the ESPD form. In case of a consortium, one member shall be nominated as the Lead Company coordinating the tender and representing the Consortium in contractual terms. A maximum of three (3) Candidates will be selected for the procedure. Should there be less than three Candidates, all Candidates who meet the requirements shall be selected in the next stage. If there are more than three Candidates, the participants for the next stage will be selected on the basis of the criteria specified in this Invitation to Participate. After the selection of Candidates, HUS Group will conduct negotiations with all Candidates. After negotiations, the Call for Tenders will be submitted for the participants selected to the procedure. In the tender phase, tenders will be compared according to comparison criteria described in call for tenders. As a result of the procurement, HUS will award the contract to one (1) Supplier. RESERVATION: This Invitation to Participate as well as the Call for Tenders is conditional until the budget for the procurement is approved by HUS's governing bodies or the project's funding is otherwise secured. The Contracting Authority may suspend the procurement if the project's funding does not materialize as planned.

5.1.7 Strategic procurement

Social objective promoted : Fair working conditions

5.1.9 Selection criteria

Criterion :
Type : Economic and financial standing
Name : Special yearly turnover
Description : Yearly turnover from last 3 years from a business area that covers the subject of procurement and/or related services.
Use of this criterion : Used
Criterion :
Type : Other
Name : Indemnity insurance
Description : At least 1 000 000 EUR
Use of this criterion : Used
Criterion :
Type : Suitability to pursue the professional activity
Name : Trade register
Use of this criterion : Used
Criterion :
Type : Technical and professional ability
Name : Mandatory reference
Description : The candidate must have at least one (1) reference of having delivered the offered solution or a solution with similar characteristics, including related services (e.g., maintenance services) in EU area. The reference must demonstrate the candidate’s experience in contracts of a similar scope to the subject of procurement. The reference must not be more than ten (10) years old, counting backwards from the deadline for submission of tenders. The solution covered by the reference must have been delivered, installed, and operational for the reference client after 5/2015. The reference contract must have a minimum value of EUR 2,000,000 (excluding VAT). All the abovementioned conditions must be met with a single contract. The candidate may fulfil this requirement by relying on the resources of a capacity-providing subcontractor or a member of a consortium. Participants must provide the delivery date of the reference in the format mm/yyyy, the value of the reference contract, and the name and contact details of the reference client. Additionally, they must provide a short and detailed description of the system and services included in the reference, ensuring it aligns with the procurement object and demonstrates compliance with the minimum requirements.
Use of this criterion : Used

5.1.10 Award criteria

Criterion :
Type : Quality
Name :
Description : 10-20 %
Category of award threshold criterion : Weight (percentage, middle of a range)
Award criterion number : 15
Criterion :
Type : Price
Name :
Description : 80-90 %
Category of award threshold criterion : Weight (percentage, middle of a range)
Award criterion number : 85
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 : 23/05/2025 09:00 +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
Tenderers may submit more than one tender : Not allowed
Deadline for receipt of requests to participate : 13/06/2025 09:00 +00:00
Terms of contract :
The execution of the contract must be performed within the framework of sheltered employment programmes : No
A non-disclosure agreement is required : yes
Additional information about the non-disclosure agreement : Attached in the Invitation to Participate
Electronic invoicing : Allowed
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 : Markkinaoikeus -

8. Organisations

8.1 ORG-0001

Official name : HUS-yhtymä
Registration number : 1567535-0
Postal address : PL 441 (Uutistie 5, 01770 Vantaa)
Town : HUS
Postcode : 00029
Country subdivision (NUTS) : Helsinki-Uusimaa ( FI1B1 )
Country : Finland
Contact point : Finnish Procurement Lawyers Attorneys Ltd.
Telephone : +358 400383842
Internet address : http://www.hus.fi
Roles of this organisation :
Buyer

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
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

10. Change

Version of the previous notice to be changed : 5e60b954-f2ac-4ff1-a9a2-3bb05a944ea6-01
Main reason for change : Buyer correction
Description : Need to clarify the reference requirement.

10.1 Change

Section identifier : LOT-0000
Description of changes : After clarifying the reference requirement, the procuring authority has evaluated that more time is needed for submitting an application.
The procurement documents were changed on : 02/06/2025
Notice information
Notice identifier/version : 197db9bd-fe93-45db-bc51-15d4274f384d - 01
Form type : Competition
Notice type : Contract or concession notice – standard regime
Notice dispatch date : 02/06/2025 11:42 +00:00
Notice dispatch date (eSender) : 02/06/2025 11:43 +00:00
Languages in which this notice is officially available : English
Notice publication number : 00357127-2025
OJ S issue number : 105/2025
Publication date : 03/06/2025