Key Management and Locking Services / VAV The contracting entity aims to acquire a long-term and responsible partner for key management and locking services for VAV-owned residential and service properties located in Vantaa.
The procurement is described in more detail in the documents attached to the procurement notice, "Service Description". The tenderer commits to delivering the service at the prices indicated in the offer. The client requires tenderers to carefully review all attachments to the procurement notice and the terms of the contract.
Key management and locking services include, among others:
• key and lock management work
• locking service work
• series change and programming work for mechanical and electromechanical locks
The prerequisites for achieving the objectives are described in more detail in the ESPD form of the request for proposals, in the section on procurement object criteria, and in the attachments to the procurement notice. The basis for the procurement decision is overall economic advantage according to scoring, with a maximum of 1400 points. The points are distributed as follows: 1000 points for price and 400 points for quality.
The client emphasizes and highlights the importance of key management and lock maintenance, series change costs for mechanical locking systems, and programming and master key operations in electronic and electromechanical systems. The client does not commit to the estimated procurement volumes presented in the request for proposal documents. Qualitative factors are scored and affect the procurement decision. Quality is assessed in the offer form based on two (2) clarifications, which are assessed anonymously based on the criteria presented in the offer form. A two-envelope procedure is used for comparison, where quality points are assessed before price.
The tenderer must submit an offer for all works listed in the offer form. If the tenderer has not offered for all the works specified in the offer form, the offer will be considered incomplete. An incomplete offer will be rejected. It is also important for the tenderer to note that the offered works and prices must include all criteria defined in this request for proposal, the draft procurement contract, and the service description.
The service will be implemented in accordance with the request for proposal, service description, and quality requirements. The offer becomes binding for the tenderers once the client has received the offer. The procurement contract is concluded only upon signing a written agreement after negotiation meetings. In procurements exceeding the EU threshold, the contract may be concluded no earlier than 14 days after the tenderer has received or is deemed to have received the decision with its justifications. The tenderer may not, for example, present conditions in their own tender documents that would affect the content of the procurement contract.
The client has approximately 44,500 apartment keys, some of which are for service buildings and care homes. There are approximately 3,800 other keys, e.g., for car parks, club rooms, laundry rooms, resident facilities, and so-called strong keys (maintenance and master keys), some of which are used by maintenance, cleaning, contractors, and other partners. The client's total number of keys is therefore approximately 48,300. The client has approximately 9,800 parking spaces, most of which have a lockable heating pole (often a token key is used, which works for most heating poles). There are approximately 80-120 apartment moves per month. Locks are replaced annually in approximately 6-15 properties (through separate tendering). There are approximately 300 individual key orders and approximately 300 re-keying operations annually.
The target start date for the contract period is 23.4.2025, and the contract is valid until further notice, with a six (6) month notice period. The client's first possible start date for the notice period is 1.6.2026, and the supplier's first possible start date for the notice period is 1.6.2027.
Lot 1: Key Management and Locking Services / VAV
The contracting entity aims to acquire a long-term and responsible partner for key management and locking services for VAV-owned residential and service properties located in Vantaa.
The procurement is described in more detail in the documents attached to the procurement notice, "Service Description". The tenderer commits to delivering the service at the prices indicated in the offer. The client requires tenderers to carefully review all attachments to the procurement notice and the terms of the contract.
Key management and locking services include, among others:
• key and lock management work
• locking service work
• series change and programming work for mechanical and electromechanical locks
The prerequisites for achieving the objectives are described in more detail in the ESPD form of the request for proposals, in the section on procurement object criteria, and in the attachments to the procurement notice. The basis for the procurement decision is overall economic advantage according to scoring, with a maximum of 1400 points. The points are distributed as follows: 1000 points for price and 400 points for quality.
The client emphasizes and highlights the importance of key management and lock maintenance, series change costs for mechanical locking systems, and programming and master key operations in electronic and electromechanical systems. The client does not commit to the estimated procurement volumes presented in the request for proposal documents. Qualitative factors are scored and affect the procurement decision. Quality is assessed in the offer form based on two (2) clarifications, which are assessed anonymously based on the criteria presented in the offer form. A two-envelope procedure is used for comparison, where quality points are assessed before price.
The tenderer must submit an offer for all works listed in the offer form. If the tenderer has not offered for all the works specified in the offer form, the offer will be considered incomplete. An incomplete offer will be rejected. It is also important for the tenderer to note that the offered ...
