This Is A Request For Information And An Announcement About Starting A Market Dialogue. This Is Not A Preliminary Notice, A Procurement Notice Or A Request For Tenders, And The Publication Of The Notice Does Not Start A Tender. With This Request For Information, The Kymenlaakso Welfare Area Aims To Map The Market Situation And The Available Systems With Their Functionality And Development Plans, So That The Actual Bidding Process Can Be Carried Out In The Most Expedient Manner Possible. The Request For Information Does Not Oblige The Kymenlaakso Welfare District To Carry Out The Purchase. This Request For Information Deals With The Acquisition Of The Kymenlaakso Welfare Areas Digitization Service For Analog Material. The Goal Is To Digitize The Analogue Documents Held By The Kymenlaakso Welfare Area Into An Electronic Archive System. The Customer Requests Examples Of, Among Other Things, The Implementation Options Mentioned Below: 1. Option A: Total Service (Digitization Service Outsourced) This Option Describes The Traditional Model, Where The Supplier Is Responsible For The Whole. Content Of The Service: Covers The Entire Process: Retrieval Of Material, Preparation, Digitization (Scanning/Imaging), Processing Of Image Files (E.G. Naming, Indexing, Quality Control), Storage In The Specified System/Directory And Return Of Analog Material. Responsibilities: The Supplier Is Responsible For The Execution Of The Entire Work, Schedule, Quality, Equipment, Software And Personnel. The Customer Is Responsible For Specifying And Receiving The Material. Equipment And Systems: Included In The Suppliers Offer, Delivered By The Supplier. Personnel: The Suppliers Own, Trained Personnel. Pricing: Total Cost, Usually Based On Pieces Or Running Meters Or As A Total Price For The Quantity Of Material Specified. 2. Option B: Hardware And Systems As A Service (Do-It-Yourself Work) This Option Describes A Model Where The Supplier Provides The Tools And Support Staff, But The Customer Performs The Digitization Themselves. Service Content: Equipment And Necessary Software Rental/Leasing/Service (Xaas - Everything As A Service) To The Subscribers Premises Or To A Separately Agreed Upon Premises. Includes Hardware Installation, Maintenance, Troubleshooting, User Training And Technical Support. May Also Include Consulting For Organizing The Work. Responsibilities: The Customer Is Responsible For Performing The Digitization Itself (Material Processing, Scanning, Quality Control) With Its Own Personnel, Project Management And Schedule. The Supplier Is Responsible For The Functionality Of The Equipment. Hardware And Systems: The Supplier Supplies The Scanners/Cameras, Processing Workstations And Software (E.G. Image Processing, Indexing) Defined In The Contract As A Service (Maintenance And Support Included In The Price). Personnel: The Customers Own Personnel. The Supplier Offers Technical Support And User Training. Pricing: Monthly Or Project-Specific Service Fee For Equipment And Support, Possibly A One-Time Payment For Training. Benefits For The Subscriber: Greater Control Over Material Processing, Development Of Personnel Skills, Costs Of Digitization (Personnel) Remain In Own Budget. Additional Information Regarding Procurement Suppliers Are Asked To Answer The Questions In This Request For Information By 13:00 On October 31, 2025. Answers Must Be Submitted Via The Tender Service. Any Additional Information Questions Should Basically Be Left As Part Of Information Request Responses. The Procurement Unit Does Not Publish Additional Information Questions Submitted During The Information Request Phase. The Market Dialogue Is Started By Getting To Know The Answers Provided By The Respondents. If Necessary, The Procurement Unit Selects 1-3 Suppliers For An Hour-Long Discussion Between The Supplier And The Kymenlaakso Welfare District, Where The Offered Solution And Possible Open Questions Are Reviewed In More Detail. Any Discussions Will Take Place Via Teams In Approximately Week 46. The Kymenlaakso Welfare Area Will Inform The Selected Journalists Of The Discussion Times. Those Who Responded To The Request For Information Will Not Be Compensated For Responding To The Request For Information, And The Kymenlaakso Welfare Area Will Not Reimburse The Costs Incurred For Responding To The Request For Information Or Meeting With Suppliers.
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