Mobility Management System for Haaga-Helia University of Applied Sciences

Lyhyt kuvaus

Haaga-Helia University of Applied Sciences seeks a comprehensive SaaS-based Mobility Management System to support the full lifecycle of international student, staff, and teacher exchanges. The solution must streamline all exchange-related processes—from marketing opportunities to application handling, selections, documentation, financial management, reporting, and partner institution coordination—while meeting the specific requirements of higher education mobility programs such as Erasmus+.

The system shall provide integrated tools for application workflows, digital signatures, learning agreements, grant calculations, partner database management with EWP connectivity, dashboards for administrators and participants, analytics, and automated communications. It must support multiple user groups, enable efficient data management without duplication, and integrate with Haaga-Helia’s existing systems where applicable.

The supplier will deliver a fully functional, production-ready solution by autumn 2026, including implementation, documentation, training, data migration, and required integrations, in accordance with defined security, data protection, and service level requirements.

The Agreement is valid 2 years from the signing of the Agreement, after which the Agreement continues as valid until further notice.

Object of the procurement is described in more detail on Annex A1 Description fot the procurement.

Lisätietoja

According to the assessment of the contracting authority, more than half of the value of the contract consists of compensation paid for the licences required to use the software product. Therefore, the main procurement category has been stated as goods.

Vaihtoehtojen kuvaus

After the two‑year fixed-term contract period, the contract shall remain in force until further notice

The customer has the right to purchase expert services related to the system and acquire the additional licenses needed for using the system at the prices specified in the agreement.

Menettelyn tärkeimmät piirteet

The procurement is governed by the Act on Public Procurement and Concession Contracts (1397/2016, Procurement Act). This is a procurement below the EU threshold under Section 26 of the Act—a so‑called “national procurement.” The procedure to be used corresponds to the open procedure referred to in Section 32 of the Procurement Act.

PROCESSING OF TENDERS
Procedure steps (Contracting Authority):

1. Opens the tenders,
2. Checks the tenderer’s responses concerning suitability,
3. Checks the tenders’ compliance with the request to tender,
4. Compares the tenders,
5. Requests and checks certificates and statements regarding the winner’s suitability, and
6. Makes the procurement decision and notifies all tenderers of the decision.

At step 4, the Contracting Authority may either:
a) select, based on the evaluation criteria, the tenderer assessed to be the best, or
b) move to a negotiated procedure.

A negotiated procedure may be initiated if:
a) no tenders compliant with the request to tender have been received, or
b) none of the tenders can be accepted due to an excessively high price or for another reason.

All tenderers who submitted a tender by the deadline and meet the eligibility criteria will be invited to negotiate. The aim of the negotiations is to update the original request to tender so that the tenderers selected for the negotiations can submit new tenders on that basis. Negotiations will be conducted on an equal basis with all invited tenderers within a time period defined by the Contracting Authority. After the negotiations, the Contracting Authority will send an updated request to tender to all tenderers who took part in the negotiations, on the basis of which they will submit new tenders. The new tenders will be compared in accordance with the criteria described in the updated request to tender, and the winner will be selected on the basis of that comparison.

Additionally, Sections 96 and 125 of the Procurement Act apply to this procurement.

LANGUAGE USED IN THE TENDERING PROCEDURE

The procurement documents are available in English. If a tenderer needs the documents in another language, the tenderer is responsible for arranging the translation and for the related costs. Tenders and their appendices must be prepared in English.

PARTIAL TENDERS

Partial tenders are not accepted.

ALTERNATIVE (PARALLEL) TENDERS

Alternative (parallel) tenders are prohibited.

NOTIFICATION OF PROCUREMENT DECISIONS

Information about procurement decisions will be communicated to all tenderers electronically, using the email address provided by the tenderer in their tender.

Lisätietoja

According to the assessment of the contracting authority, more than half of the value of the contract consists of compensation paid for the licences required to use the software product. Therefore, the main procurement category has been stated as goods.