Financial accounting and management solution for VR Group/ Invitation to participate

VR-Yhtymä Oyj / VR-Group Plc (hereinafter also "VR" or "contracting entity") is starting a public tendering process to procure, implement and support modern cloud-based financial and management accounting solution. The solution will replace two separate SAP ECC systems currently in use in Finland and Sweden. The procured solution contains capabilities …

CPV: 72000000 IT-Dienste: Beratung, Software-Entwicklung, Internet und Hilfestellung
Ausführungsort:
Financial accounting and management solution for VR Group/ Invitation to participate
Vergabestelle:
VR-Yhtymä Oyj / VR-Group Plc
Vergabenummer:
542215

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 : Financial accounting and management solution for VR Group/ Invitation to participate
Description : VR-Yhtymä Oyj / VR-Group Plc (hereinafter also "VR" or "contracting entity") is starting a public tendering process to procure, implement and support modern cloud-based financial and management accounting solution. The solution will replace two separate SAP ECC systems currently in use in Finland and Sweden. The procured solution contains capabilities for at least, but not limited to, following areas: - general ledger accounting - accounts payable - accounts receivable - service fee/manual invoicing - fixed asset accounting incl. right-of-use assets - month/year-end closing - financial reporting and reporting to authorities - calculation capabilities for tax reporting covering Finland and Sweden - cost and profit accounting - integration capabilities from/to 3rd party systems - capability to provide data to data platform and/or 3rd party analytics tools Furthermore, the system needs to be able to create invoices with or without sales order based on data from external sales systems and send invoicing data forward in electronical format. Finance and operational planning, consolidation and group reporting is done in separate system. Treasury operations, e.g. hedging, liquidity forecasting and loan management is done in a separate system. Procurement and supplier invoice management is done in a separate system. Finance solution to be procured must be integrated with other finance systems. The solution needs to cover operations in Finland, Sweden and Latvia and be easily extended to other countries, if necessary. VR is looking for a single product or products from the same product family as well as supplier who will implement the solution and provide solution for continuous support. The scope of the procurement will cover all these aspects. VR Group Plc has three main business units, which are VR Transpoint (Logistics), VR Long-distance traffic and VR City traffic. In addition, there is also a maintenance company (VR FleetCare). 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. In Finland there are at the moment 12 relevant legal entities, in Sweden VR Sverige and VR Snabbtåg, 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 aim is that the procurement process would end in Q3/2025, when the implementation would start. We are 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. VR is looking for partner, which has capacity to implement the system in the given target schedule and has expertise in similar implementation programs. Functional and non-functional requirements as well as system and integration architecture requirements will be provided later during the procurement procedure.
Procedure identifier : f7deb73a-3274-45ef-9082-855ef2ca6c57
Internal identifier : 542215
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
Main classification ( cpv ): 72000000 IT services: consulting, software development, Internet and support

2.1.2 Place of performance

Country : Finland
Anywhere in the given country

2.1.2 Place of performance

Country : Sweden
Anywhere in the given country

2.1.2 Place of performance

Country : Latvia
Anywhere in the given country

2.1.4 General information

Additional information : The procurement will be carried out by means of negotiated procedure. 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 Public Contracts in the Utilities sector") applies to the procurement. 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 5. If more than 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 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 Annex 1 Reference form. Suitability requirements are presented in the ESPD form (European Single Procurement Document) attached to the contract notice. 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.
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.
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 : Financial accounting and management solution for VR Group/ Invitation to participate
Description : VR-Yhtymä Oyj / VR-Group Plc (hereinafter also "VR" or "contracting entity") is starting a public tendering process to procure, implement and support modern cloud-based financial and management accounting solution. The solution will replace two separate SAP ECC systems currently in use in Finland and Sweden. The procured solution contains capabilities for at least, but not limited to, following areas: - general ledger accounting - accounts payable - accounts receivable - service fee/manual invoicing - fixed asset accounting incl. right-of-use assets - month/year-end closing - financial reporting and reporting to authorities - calculation capabilities for tax reporting covering Finland and Sweden - cost and profit accounting - integration capabilities from/to 3rd party systems - capability to provide data to data platform and/or 3rd party analytics tools Furthermore, the system needs to be able to create invoices with or without sales order based on data from external sales systems and send invoicing data forward in electronical format. Finance and operational planning, consolidation and group reporting is done in separate system. Treasury operations, e.g. hedging, liquidity forecasting and loan management is done in a separate system. Procurement and supplier invoice management is done in a separate system. Finance solution to be procured must be integrated with other finance systems. The solution needs to cover operations in Finland, Sweden and Latvia and be easily extended to other countries, if necessary. VR is looking for a single product or products from the same product family as well as supplier who will implement the solution and provide solution for continuous support. The scope of the procurement will cover all these aspects. VR Group Plc has three main business units, which are VR Transpoint (Logistics), VR Long-distance traffic and VR City traffic. In addition, there is also a maintenance company (VR FleetCare). 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. In Finland there are at the moment 12 relevant legal entities, in Sweden VR Sverige and VR Snabbtåg, 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 aim is that the procurement process would end in Q3/2025, when the implementation would start. We are 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. VR is looking for partner, which has capacity to implement the system in the given target schedule and has expertise in similar implementation programs. Functional and non-functional requirements as well as system and integration architecture requirements will be provided later during the procurement procedure.
Internal identifier : 542215

5.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 72000000 IT services: consulting, software development, Internet and support

5.1.2 Place of performance

Country : Finland
Anywhere in the given country
Additional information :

5.1.2 Place of performance

Country : Sweden
Anywhere in the given country
Additional information :

5.1.2 Place of performance

Country : Latvia
Anywhere in the given country
Additional information :

5.1.3 Estimated duration

Duration : 96 Month

5.1.4 Renewal

Maximum renewals : 3
Other information about renewals : Contract period is 5 years plus option for 1+1+1 years. Options are included in the 96 months described above. The aim is that the contract period would begin on 1.10.2025 and would be valid for five (5) years. After the aforementioned fixed-term contract period, the contracting entity has the right to extend the contract by up to three (3) optional periods, each lasting up to one (1) year. The maximum duration of the contract, including the options, can be eight (8) years. Please however note that the schedule of the procurement procedure may change and if this happens, the contract period will be counted from the actual starting date of the contract.

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 procurement will be carried out by means of negotiated procedure. 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 Public Contracts in the Utilities sector") applies to the procurement. 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 5. If more than 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 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 Annex 1 Reference form. Suitability requirements are presented in the ESPD form (European Single Procurement Document) attached to the contract notice. 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.

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
Use of this criterion : Used
Criterion :
Type : Suitability to pursue the professional activity
Name : 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 Annex 1 Reference form
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 : Price 60-80 %
Criterion :
Type : Quality
Name :
Description : Quality 20-40%
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 : 13/02/2025 10:00 +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 : 03/03/2025 10:00 +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 : 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-0002

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-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 : 2226cce8-ff4d-4e6f-8a40-bb978433278a - 01
Form type : Competition
Notice type : Contract or concession notice – standard regime
Notice dispatch date : 30/01/2025 12:12 +00:00
Notice dispatch date (eSender) : 30/01/2025 12:13 +00:00
Languages in which this notice is officially available : English
Notice publication number : 00068912-2025
OJ S issue number : 22/2025
Publication date : 31/01/2025