Contracts worth EUR 60 million put out to tender in Cloudia Sourcing

The Espoo Public Works Department is tasked with securing and arranging the development and maintenance of Espoo’s urban structure and attending to the programming, planning, construction and maintenance of public areas, land surveying, mapping and geotechnological engineering services and the related statutory duties.

In early 2016, the Espoo Public Works Department started to plan how to put the framework agreements for consultancy services pertaining to its operations out to open tender using Cloudia Sourcing. During a period of four years, the total value of the entire competitive tendering process rises to about EUR 60 million. A project of this magnitude would be challenging to implement without consultancy, so assistance was requested from PTC Service.

“As a result of eight-hour training, the outline for the competitive tendering – a document nearly 100 pages long– was created,” says Katja Vidgren, secretary at the Espoo Public Works Department.

134 tenders chosen

A total of 170 tenders were received in response to the competitive tendering, of which 43 companies and 134 tenders were chosen. Only one tender had to be rejected.

Despite the consulting assistance, the preparation of the ESPD form proved to be the most difficult part of the project, because the form was not yet integrated as part of Cloudia Sourcing when the competitive tendering project was started. Signing contracts with the chosen companies also took a few months.

“Next time, however, we will be able to use the templates already created, and no separate forms will be required for the ESPD.”

Digitalisation makes processes more effective

Vidgren says that managing a major competitive tendering project with Cloudia Sourcing made the processing of tenders, among other things, considerably easier.

“Tenders received in digital format are easy to manage, and nobody needed to scan and copy the tender documents. And the opening document could be retrieved from the system really conveniently! The process was made as much as 15% more effective than before.”