Tenders Are Invited For Acquisition Of Payment Commitment Cards Or An Electronic Solution

This Is Not An Advance Announcement, Procurement Announcement Or Request For Offer, But The Start Of A Market Dialogue As Part Of The Planning Of The Procurement. The Welfare Area Of ​​Länsi-Uusimaa Is Planning A Tender, Where The Object Of The Procurement Is The Renewal Of The Payment Commitment Process With Payment Commitment Cards Or An Electronic Solution. The Purpose Of This Information Request Is To Hear The Ready-Made Solutions Of Service Providers Operating In The Market. Based On The Answers To The Request For Information, The Welfare Region Plans To Organize Market Dialogues In Early February 2025. The Welfare Region Of Länsi-Uusimaa Reserves The Right To Select The Suppliers To Be Invited To The Market Dialogue Based On The Answers. The Information Given In This Announcement Is Preliminary And May Change As The Preparation Progresses. What Is A Payment Commitment? With A Payment Commitment, The Wellness Area Undertakes To Pay The Customer The Costs Of A Specific Product Or Service, Or Part Of Them. The Recipient Of The Payment Commitment (Goods Supplier Or Service Provider) Invoices The Welfare Area. The Purpose Of Use, Amount, Validity Period And Personal Identifiers Of The Customer Of The Payment Commitment (Name And Social Security Number) Are Entered In The Payment Commitment. The Payment Commitment Is Usually Not Tied To A Specific Supplier. No Money Will Be Returned From The Payment Commitment And The Payment May Not Be Exceeded, Unless The Person Pays The Excess Part To The Supplier Of The Goods Or The Service Provider. Payment Commitments Can Be Granted, For Example, For The Following Expenses: O Food Items O Household Appliances, Furniture O Medicine Costs O Glasses Costs O Health Care O Mobile Phone Prepay Cards O Travel Costs, Mainly Local Transport Travel Ticket Identity Card, Residence Document Or Travel Document Or Passport, Identity Card Or Other Similar Document Heating Costs (Oil And Wood)O Moving Expense Rent Deposit Electricity Deposit Home Insurance Current Status Of The Payment Commitment Process 47,000 Purchase Invoices Related To Payment Commitments Are Processed In The Welfare Region Of Länsi-Uusimaa Per Year. The Amount Is More Than A Fifth Of All Purchase Invoices In The Welfare Area, And The Processing Of Payment Commitment Invoices Is Currently Tying Up A Lot Of The Working Time Of Welfare Area Employees. Payment Commitments Are Prepared In The Customer Information System. A Decision On Support And Payment Commitment Is Made For The Customer. Payment Commitments Are Printed On Paper, Signed And Given Or Sent To The Customer. Payment Commitments For Housing Services Are Sent Directly To The Service Provider As An Encrypted Email And Some Are Sent By Letter. The Payment Commitment Id Or Other Identification Information Can Be Transferred From The System To The Financial System. The Printed Paper Goes With The Customer To The Supplier Or Service Provider. The Paper Contains Confidential Information, So It Is Essential That The Paper Is Handled Carefully At Each Processing Stage Of The Payment Commitment Process. A Paper Payment Commitment Carries The Risk Of Its Misuse. The Person Is Identified When Using The Payment Commitment, And The Goods Or Service Are Given To The Customer In Accordance With The Payment Commitment. After Using The Payment Commitment, The Goods Supplier Or Service Provider Sends An Invoice To The Welfare Area. The Reference Information Of The Invoice Is The Payment Commitment Number And The Payment Commitment Is Attached. In The Welfare Areas Purchase Invoice Recycling System, The Invoice Is Automatically Assigned To The Payment Commitment Number Imported From The Customer Information System Through Integration Into The Purchase Invoice Recycling System. The Invoice Will Be Posted Based On The Payment Commitment Number Information. And/Or The Invoice Is Routed Based On The Reference Information To The Right Inspector And Approver. It Is Difficult To Build Alignment Automation Based On Paper-Based Reference Information, As There Are Many Steps In The Process Where The Alignment Information Is Re-Entered Manually. Process Deviations Occur During The Preparation Of The Payment Commitment: The Reference Information Is Not Remembered To Be Attached To The Payment Commitment, The Supplier Of The Goods Or The Service Provider Does Not Remember To Attach The Payment Commitment To The Invoice Or The Correct Reference Information On The Invoice Or Puts It Incorrectly. When The Reference Information Is Incorrect, The Invoice Is Not Automatically Allocated, But Must Be Clarified And Allocated Manually. If The Invoices Attachments Also Lack A Copy Of The Payment Commitment, It Is Difficult To Recognize The Invoice As Belonging To The Welfare Area. Information About The Use Of The Payment Commitment Should Be Transferred To The Customer Information System, But This Does Not Always Happen. The Process Currently Employs Social Security Workers, Suppliers And Employees Of Financial Services. The Current Process And Its Problem Areas In Two Different Customer Information Systems Are Described In The Appendix Of This Request For Information. Target State Of The Payment Commitment Process In The Target State, After The Payment Commitment Decision Made In The Customer Information System, Information About The Payment Commitment Is Transferred Or Uploaded To Payment Cards Or Other Means Of Payment, Which Enables Electronic Data Transfer, E.G. For The Mobile Application. The Payment Card Or Electronic Payment Commitment Is Handed Over In A Service Situation, Or It Could Be Mailed Or Otherwise Forwarded To The Customer. The Payment Commitment Can Be Limited, And The Purchase Can Only Be Made If The Person Has Been Identified. Restrictions Would Be, For Example, The Amount, Industry/Supplier, Equipment Or Service Group, And Usage Period. No Money Will Be Given Back From The Payment Commitment And The Payment May Not Be Exceeded, Unless The Person Pays The Excess Part Himself To The Supplier Of The Goods Or The Service Provider. The Payment Material Is Transferred Electronically To The Welfare Area. The Payment Material Can Be Combined With The Payment Commitment Decision, And The Payment Material Is Automatically Accounted For From The Decision. Feedback Information About The Use Of The Payment Commitment Would Be Transferred To The Customer Information System. We Are Looking For A Solution That Is Independent Of Other Systems And Suppliers. Other Systems Refer In Particular To Customer And Patient Information Systems And Financial Systems (Recycling Of Purchase Invoices, Accounting, Operator Services). The Solution Must Not Be Supplier-Related (E.G. A Certain Retail Groups Own Payment Method), But Must Be Available To Different Suppliers Or Service Providers. The Goal Is A Cost-Effective Process In Which Information Flows Seamlessly Between Systems And Is Secure. Payment Commitments Are Processed In All Welfare Areas. Therefore, A Synergy Benefit Has Been Identified In The Development Of The Payment Commitment Process At The National Level. Solution Integrations Customer And Patient Information System - Financial System - Offered Solution. Market Dialogue The Welfare Area Of ​​Länsi-Uusimaa Surveys The Solutions And Services Available On The Market For The Development Of The Aforementioned Process With This Request For Information. Possible Market Dialogues Based On This Information Request Are Planned To Be Held In February 2025 In Week 6 And 7 With Potential Suppliers. The Market Dialogues Are Organized Via A Remote Connection, And Invitations And More Specific Times Are Sent To The Service Providers Chosen By The Welfare Area Based On This Request For Information. Please Notify Us Of Your Interest In Participating In The Market Dialogue No Later Than 31 January 2025 By 15:00 By E-Mail To The Address [email protected]. The Subject Of The Registration Should Be: Participation In The Market Dialogue Of The Payment Commitment Process Please Include The Company Name, Contact Persons Name, Phone Number And Email Address In The Registration. A Presentation Of Your Solution Must Be Attached To The Registration. The Presentation Can Be, For Example, A Pdf File Or A Powerpoint Presentation.