Request For Information: Procurement Of A Project Manager For The Payroll Administration Outsourcing Of The Industrial Cooperation Fund (Finnfund).

This Document Is Not A Procurement Announcement Or A Request For Tenders, But A Market Survey In Accordance With Section 65 Of The Procurement Act, Which The Procurement Unit Will Carry Out As Described In This Request For Information. The Purpose Of This Request For Information Is To Clarify Questions Related To The Procurement According To The Title. The Goal Of The Request For Information Is To Obtain Comprehensive Information About The Object Of The Acquisition To Support The Preparation Of The Acquisition, So That A Possible Tender Can Be Carried Out As Expediently As Possible. The Procurement Unit Does Not Undertake To Carry Out The Procurement. Decisions On Starting A Possible Procurement Process Are Made After A Market Survey. Draft Description Of The Target Of The Procurement Finnfund (Teollisen Säösähn Rahasto Oy) Will Acquire Project Management Services For The Implementation Of The Payroll Administration Outsourcing Project. The Object Of The Procurement Is A Project Manager Service, Where The Supplier Is Responsible For The Design And Project Management Of The Payroll Outsourcing Project Throughout The Projects Life Cycle. Content Of The Service The Supplier Appoints A Project Manager And A Deputy For The Project. The Project Manager Is Independently Responsible For The Implementation Of The Project From Start To Finish And Acts As The Customers Representative And Trustee. The Deputy Must Have The Minimum Level Of Competence And Experience Required Of The Project Manager, And When Acting As The Project Managers Deputy, He Or She Is Responsible For All The Project Managers Tasks And Responsibilities. The Project Managers Duties Include The Following Entities In Particular: Documentation Of The Current Processes, Systems And Interfaces Of The Payroll Administration And Current State Analysis; Resourcing And Management Of The Internal Project Team; Acting As Expert Support In The Bidding Process Of The Outsourcing Service Provider, Including Defining Substantive Requirements And Producing Content For Tender Documents; Drawing Up A Detailed Outsourcing Plan With The Selected Service Provider; Control Of Data Transfers, Integrations And System Changes; Coordination Of Testing; Risk Management And Resolution Of Deviation Situations; Communication To The Management And Personnel Of The Subscriber; Interface Work With Hr, Finance And It; As Well As Guiding The Service Provider In Commissioning And Supporting The Customer In Change Management. A Separate External Partner, Ptcservices Oy, Is Responsible For The Implementation Of The Public Tender Related To The Project (Procurement Of The Service Provider). The Supplier Or The Persons Designated By It Must Not Have Such Financial, Functional Or Personal Ties To The Parties Participating In The Future Service Provider Tender, Which Could Endanger Impartiality In The Preparation Of The Procurement, The Selection Of The Winner Or The Supervision Of The Service Provider. The Supplier Or The Persons Or Entities Connected To It Cannot Participate In The Service Providers Tender. Timetable The Estimated Duration Of The Service Is Approximately 12 Months. However, The Service Will Continue Until The Change Period Has Lasted At Least Six Months. The Project Manager Must Be Available No Later Than June 1, 2026. The Project Is Divided Into Four Main Phases: Procurement Preparation (May–August 2026), Bidding And Service Provider Selection (August–November 2026), Transfer And Implementation (December 2026–April 2027) And Change Period (April–October 2027). Implementation Method And Usability The Service Is Mainly Produced Remotely Using Microsoft Teams. Occasional Work At The Customers Premises In Helsinki May Be Necessary, And This Will Be Agreed Upon Separately. The Project Manager Must Be Available To The Customer Approximately Three Working Days A Week, And The Use Of Time Will Be Agreed Between The Parties In More Detail. Purchase Quantities Are Estimates And Do Not Constitute A Quantity Purchase Obligation. Language And Security Requirements The Service Is Produced Primarily In Finnish. Finnfunds Working Language Is English, Which Is Why The Project Manager And Deputy Are Required To Have Sufficient Oral And Written English Language Skills. A Personal Security Clearance Is Requested For The Named Persons In Accordance With The Security Clearance Act (726/2014). The Supplier Only Uses Data-Secure Cloud Services Located In The Eu/Eea Area Or Systems Provided By The Customer In Processing The Projects Data. The Service Is Described In More Detail In Appendix 2 Service Description.