Request For Information: Election Mailing

The Purpose Of This Request For Information Is To Clarify Questions And Price Estimates Related To Election Letter Mailing. The Goal Of The Request For Information Is To Obtain Comprehensive Information About The Election Mail, So That A Possible Tender Can Be Carried Out In The Most Expedient Manner Possible. This Document Is Not A Procurement Announcement Or A Request For Tender, But A Detailed Market Survey, I.E. A Request For Information. The Procurement Unit Does Not Undertake To Carry Out The Procurement Of Election Mail. Decisions On Starting A Possible Procurement Process Will Be Made After A Market Survey. The Purpose Of This Is To Determine The Procurement Of Letter Mail/Letter Delivery For The 2027 Parliamentary Elections. Election Mailings Include Advance Voting Envelopes That Are Distributed From One Municipality To Another. It Means The Distribution Of Early Voting Envelopes Throughout Mainland Finland To Municipalities And Åland. Mailing Also Includes The Distribution Of Advance Votes (Envelopes) Addressed To Municipalities In Åland To Other Parts Of Finland. In Previous Elections, It Has Been Agreed Separately With Åland Post About The Distribution Of Advance Votes Addressed To Ålands Municipalities. However, Åland Advance Votes Cast Elsewhere In Finland, As Well As Åland Advance Votes Cast To The Rest Of Finland, Are Managed In Cooperation With Ålands Postal Distributor. Similarly, Mail Ballot Envelopes Mailed To Finland From Abroad Are Handled By The Election Letter Mail Distributor With Special Arrangements, So That After Arriving In Finland, They Can Be Delivered Quickly To The Central Election Board Of The Correct Municipality Within The Critical Schedule. The Distributor Of The Election Mail Will Make A Separate Agreement With The Ministry Of Foreign Affairs Regarding The Receipt Of Advance Votes From Foreign Missions And Their Offices. However, Their Distribution To Municipalities In Mainland Finland And The Åland Islands Takes Place According To The Same Schedules As The Advance Votes (Envelopes) Given In The Domestic Early Voting. The Volume Of Letter Distribution Regarding The Envelopes Has Been Around 200,000 - 600,000 Depending On The Election. In The Last Parliamentary Election In 2023, The Volume Was Around 215,000. Mailing Also Includes Postal Voting Materials Sent From The Printing House To The Voter Abroad. The Volume Of These Letters Has Been Around 1,300-10,000 Depending On The Election. In The 2023 Parliamentary Elections, The Volume Was About 8,500. In Addition, The Letter Distribution Includes The So-Called Information Letter For New Voters, Which Is Sent To Young People Who Vote In Elections For The First Time And To Those Persons Who Have Obtained Finnish Citizenship And The Right To Vote After The Previous Elections, And Who Have The Right To Vote In Elections For The First Time. The New Voters Letter Was Sent To 85,000 Eligible Voters In The 2023 Parliamentary Elections. Advance Voting Envelopes Transporting Advance Voting Envelopes From One Municipality To Another Is Very Time-Critical And The Deadlines Are Defined In The Election Law. The Envelopes Are Yellow E5 Size Envelopes Printed By The Ministry Of Justice And Are Customized For Election Use Only. The Envelopes Are Marked Priority Postikuori And Pika To Guarantee Fast Delivery.- Letter Shipments Are Distributed At Express Mail Speed- Letters Are Distributed Nationwide To Municipalities Every Weekday- According To The Election Law, The Envelopes Must Arrive At The Central Election Commissions By 19:00 On The Friday Before The Election Day- The Envelopes Are Transported With Special Care- The Envelopes Are Delivered Without Delay And With Data Security In Mind- Mechanical Sorting May Be Excluded If Possible Due To The Risk Of Breakage, The Envelopes Travel Separately Marked And Tracked, Such As With A Delivery Receipt, So That It Is Known That The Shipment Has Reached Its Destination. The National Distribution Means More Precisely That The Mailing Envelopes From Each Municipalitys Central Election Board Or Election Officials Are Delivered To Each Municipalitys Central Election Board. There Were 958 Early Voting Places In The 2023 Parliamentary Elections. There Are 308 Municipalities. The Number Of Early Voting Referral Letters Sent By Post Is Obtained From The Election Information System According To The Number Of Early Voters. We Would Like To Ask Your Views On The Following Issues: 1. Which Of You Would Be The Best Way To Implement The Project? We Ask You To Present Your Views On The Options For Implementing The Project. 2. Would You Be Initially Interested In Providing Some Or All Of The Services Needed In The Project? 3. Personalize Your Possible Services In More Detail. You Can Attach Your Service Descriptions, If Possible. Likewise, We Would Like Your Opinion On The Envelopes We Use, Which Have The Priority Postikuori And Pika Markings Already Printed On Them. 4. What Kind Of Pricing Model Would You Be Interested In Offering Services With? 5. What Is Your Preliminary Price Estimate For Your Proposed Implementation/ Unit Prices For Your Service? 6. As A Supplier, Are You Able To Offer The Aforementioned Services Nationwide (Excluding Åland)? And If Not, Which Areas Could You Offer The Service To? 7. Describe Your Companys Experience In Providing The Services In Question. We Ask You To Indicate How Many References/What Kind Of References You Have For The Provision Of Services Corresponding To The Object Of Procurement. In Addition To This Information, We Ask For Your Free-Form Views On Points That Should Be Taken Into Account When Making A Request For Quotation Or That May Become An Obstacle To Offering You.