Finland – Information systems and servers – Helsingin kaupungin henkilöstökassan tietojärjestelmäratkaisu ja siihen liittyvät palvelut

The subject of the procurement is a personnel fund loan and accounting services system solution, which is a well-established solution available on the market and does not require unnecessary development work. The solution must include at least a web service for customers, reporting, generation of accounting data, integration with accounting systems, and maintenance services. The solution may consist of several components, which must form a functionally coherent whole. The procurement includes technology, implementation, commissioning, continuous software service, usage rights, support, maintenance, further development, and other expert services related to the use and development of the solution. From a process perspective, the solution to be procured covers the management of basic data (e.g. customer data, interest rates), personnel fund processes (management of accounts, deposits and withdrawals, payments, management of loans, reconciliation of events in accounting) reporting and outputs (e.g. account statements, certificates). The system must produce input for the creation of accounting data to an external system. The input rules must be defined in the system. The solution to be procured must comply with municipal and accounting laws and the recommendations of the Association of Local and Regional Authorities, including retention periods and reconciliations. The objective of the procurement is to implement a stable and data-secure SaaS-based system solution that supports the key processes of the personnel fund, improves communication in different service channels, automates operations, integrates with the city's key systems, and meets legal, data protection and data security requirements. The objective is also to ensure the continuity of the service, good usability, and efficient maintenance and further development so that the solution utilizes ready-made functionalities as extensively as possible. The delivery and commissioning project is estimated to commence in 2026. The current system is estimated to be delivered until the end of 2027, and the target commissioning of the new system is no later than 1 January 2028. The agreement is valid for a fixed term until two (2) years have passed from the time of commissioning and will continue thereafter as a permanently valid agreement with termination conditions. The subject of the procurement is described in more detail in this invitation to tender and its appendices. The City of Helsinki does not commit to any procurement quantity.