Procurement of a procurement lifecycle system

Procurement of a procurement lifecycle system The subject of the procurement is a system that supports the management of the procurement lifecycle by enabling the planning, execution, monitoring, and reporting of procurements. The system promotes the assessment of overall economy, responsibility, and impact, as well as the transition from decentralized and manual processes to a centralized, digital, and transparent operating model. The procurement lifecycle system forms an essential part of the organization's procurement management and development. The system strengthens overall economy, supports contract management, and enables the systematic utilization of lifecycle thinking and responsibility criteria. It allows for the seamless utilization of existing data and processes. The procurement supports the organization's strategic goals by strengthening, in particular, the impact, transparency, and responsibility of procurements. The system enables strategic procurement management and improves the efficiency of data-driven management and reporting.

Functional and technical requirements for the procurement lifecycle system
1. Functional requirements
The system must support the management of the entire procurement lifecycle in a single entity, so that all phases can be executed within the system from start to finish.

The system must enable at least the following functionalities:
• planning, preparation, and scheduling of procurements
• tendering and execution of procurements using various procedures according to the Procurement Act
• receipt, comparison, and evaluation of tenders
• documentation of procurement decisions and justifications
• contract management, monitoring, and option management
• verification of contractor responsibility information
• supplier management, monitoring, and collaboration
• procurement reporting, monitoring, and analytics.

In addition to procurements below the national threshold, the system must enable the execution of all procurement procedures in accordance with the Procurement Act (1397/2016), including:
• open procedure
• restricted procedure
• negotiation procedure
• competitive negotiation procedure
• direct award
• procurements based on framework agreements
• dynamic purchasing system.

The system must also support internal procurement processes so that the system forms a unified whole where the different phases of procurement are integrated with each other.

2. Documentation and structure
The system must include structured document templates that guide the consistency of procurement processes and documents.
It is required that:
• customizable document templates (e.g., requests for proposals, draft contracts) can be built within the system.
• documents consist of structured data (not just free-form text).
• the system guides the user to correct and lawful documentation according to the phases of the procurement procedure.
• document version control and approval history are traceable.
• the system supports consistent terminology, structure, and content throughout the organization.
• the system allows the use of free-form attachments and documents alongside structured data, supporting various procurement situations and organizational needs.

The goal is to ensure the consistency and lawfulness of procurement processes, as well as high-quality and comparable documentation.

3. Technical implementation and integrations
The system must meet the following technical requirements:
• browser-based user interface without separate installations on user terminals.
• support for user roles and access rights management.
• secure authentication (e.g., strong authentication, SSO capability).
• logging and audit trail of all actions.
• high availability and uninterrupted operation.

The system must be integrable with key background systems such as the document management system and must be integrable with the procurement lifecycle system of Sansia Oy, Kuopio City's in-house company, to achieve synergy benefits considering the entire procurement entity, as Sansia Oy executes and manages procurement contracts exceeding Kuopio City's threshold. Procurement contracts executed by Sansia Oy and related information must be more seamlessly visible in Kuopio City's system and must be connectable to the city's procurement data.

Integrations must support automatic data transfer and reduce manual entry. A unified data model and interface solutions support automatic data transfer and reduce manual entry once integrations are defined and implemented as part of the overall architecture.,

Lot 1: Procurement of a procurement lifecycle system
The subject of the procurement is a system that supports the management of the procurement lifecycle by enabling the planning, execution, monitoring, and reporting of procurements. The system promotes the assessment of overall economy, responsibility, and impact, as well as the transition from decentralized and manual processes to a centralized, digital, and transparent operating model. The procurement lifecycle system forms an essential part of the organization's procurement management and development. The system strengthens overall economy, supports contract management, and enables the systematic utilization of lifecycle thinking and responsibility criteria. It allows for the seamless utilization of existing data and processes. The procurement supports the organization's strategic goals by strengthening, in particular, the impact, transparency, and responsibility of procurements. The system enables strategic procurement management and improves the efficiency of data-driven management and reporting.

Functional and technical requirements for the procurement lifecycle system
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