Teese Botnia Oy Ab's procurement services, on behalf of Mico Botnia Oy, is requesting offers for a financial system. The subject of the procurement is described in this request for proposals and other accompanying documents.
Subject of Procurement
The subject of the procurement is a financial management system acquired as a SaaS service, which the Client will use as a service center to provide financial management services to its customers and itself. The procurement is divided into two parts:
Part 1. Core financial management system and reporting
Part 2. Budgeting and forecasting, and group consolidation
Technically, the system will be acquired for the Client's use, and the Client will procure the services subject to the contract for its own use and as part of the services it provides to its owners/customers. The contract will be made between the Client and the Supplier, and the Client, as a service center, will provide services to its customers. The procurement contract may allow an individual end customer to enter into a separate connection or customer agreement with the supplier regarding the right to use or the implementation of the service. Such agreements will not constitute separate procurement contracts but will be based on the service package acquired in this tender. This procedure ensures that the agreements are appropriately targeted.
The procurement concerns two system packages:
1. The core financial management system and reporting package forms the Client's operational core solution for financial management.
This package includes:
• Accounting and closing of accounts
• Internal accounting
• Fixed asset management
• Purchase invoice processing and accounts payable ledger
• Sales invoicing and accounts receivable ledger
• Reporting and analytics, including statutory reporting (KUTI reporting)
• Automation and workflows for financial management processes
• Integrations required for the package
2. Budgeting and forecasting forms the solution package for the Client's financial planning and group consolidation.
This package includes:
• Budgeting and forecasting
• Operating expense and investment planning
• Planning processes, processing steps, and version management
• Calculation rules and automation related to planning
• Reporting related to the budgeting and forecasting process
• Data import and export
• Group accounting and group closing
Interoperability between the parts is a key starting point for the procurement. Part 2 must be able to utilize the basic and actual data required for financial planning and group consolidation from Part 1 or another external financial system described in the request for proposal documents. Correspondingly, approved budget, plan year, and forecast data generated in Part 2 must be transferable to the reporting of Part 1 and other reporting solutions described in the request for proposal documents. The tenderer cannot assume in their offer that the other part will be implemented with the same Supplier's solution.
The Client requests, as a voluntary option, the management of financial documents and official report publications. The purpose of the option is to support, among other things, the preparation and management of the annual report, budget document, and interim reports. The option can be offered in conjunction with the offer for Part 1, Part 2, or both parts. Offering the option does not require submitting an offer for both parts.
The Client is not committed to the implementation or procurement of the option. The detailed requirements and pricing of the option will be defined in the other documents of the request for proposals.
The procurement does not include:
• Payment traffic (current solution Nomentia Cash Management will be retained) => The acquired solution must be integrable with the Nomentia Cash Management service for payment traffic integrations as described in the request for proposal documents.
• Electronic archiving solution (current solution Datacycle360 will be retained) => The acquired solution must be able to transfer archived materials defined in the request for proposal documents to an external electronic archiving solution.
• Purchase and sales invoice forwarding service (current operator service provider CGI will be retained) => The acquired solution must be integrable with the operator service used by the Client for receiving purchase invoices and forwarding sales invoices as defined in the request for proposal documents.
The acquired package includes, in addition to system usage rights, the services required for their implementation, continuous use, maintenance, support, development, and integrations. The detailed requirements, responsibilities, and pricing principles for the services will be defined in the other documents of the request for proposals. The goal is a service model where the Client has a strong role in system administration, key user functions, and the implementation for subsequent customer organizations. The Supplier's services must support the formation of this operating model.
The goal is to implement the first customer implementation of the system in May-June 2027 and for the Client's current financial system customers to migrate to the new solution by the end of 2029 at the latest. Customer organization-specific implementation schedules will be detailed during the contract period.
Core financial management system and reporting Part 1 forms the Client's operational core solution for financial management. This package includes:
• Accounting and closing of accounts
• Internal accounting
• Fixed asset management
• Purchase invoice processing and accounts payable ledger
• Sales invoicing and accounts receivable ledger
• Reporting and analytics, including statutory reporting (KUTI reporting)
• Automation and workflows for financial management processes
• Integrations required for the package
In conjunction with Part 1, the Tenderer must also offer an additional service that supports AI-assisted coding and automation of purchase invoices. Offering the additional service is mandatory, but the Client will decide on its implementation separately. The goal of the AI-assisted solution is to utilize the actual purchase invoice and coding data to support the processing of new invoices and provide coding suggestions...
