Marketing automation solution for VR Group / Invitation to participate

VR-Yhtymä Oyj / VR-Group Plc (hereinafter also "VR" or "contracting entity") is starting a public tendering process to procure and implement marketing automation and customer marketing communications system. Marketing automation and customer marketing communications system handles VR's automated marketing processes and customer communications such as newsletters and application messaging. The goal of this procurement is to acquire a modern marketing automation/customer engagement platform for VR’s passenger traffic operations. The procurement includes the system license, implementation, and support and maintenance services to ensure the platform remains operational throughout the contract period. The supplier will also be responsible for managing the hardware, software, and security required for the system. This procurement focuses on providing the platform as a service (SaaS) and its implementation. However, it does not include ongoing services for operational tasks, such as building automations or other continuous operational activities beyond the implementation phase. The preliminary description of the procurement is attached to this invitation to participate. The description and related documentation will be specified during negotiations and the final subject-matter will be described in the final invitation to tender. The aim is that the procurement process would end in Q3/2025 where the implementation would start, and the goal is to have a fully implemented system in place in Q1/2026. The schedule of the procurement may however change during the procurement procedure. VR is looking for partner, which has a capacity to implement the system in the given target schedule and meet VR’s future needs in effectively managing customer engagement, personalized marketing, and communication strategies. The agreement can be extended to VR-Group's subsidiaries in Sweden during the contract period. System architecture of VR and information flow requirements as well as other functional and non-functional requirements will be provided later during the procurement procedure.

The procurement will be carried out by means of negotiated procedure. The Finnish Act on Procurements and Concession Contracts of Entities Operating in the Water and Energy Supply, Transport and Postal Services Sector 1398/2016 (later "Act on Public Contracts in the Utilities sector") applies to the procurement. A candidate must fulfil all suitability requirements set in the contract notice and its appendices in order to be qualified as a tenderer to the procurement procedure. Due to the need to manage the procurement process, the number of selected tenderers has been limited to 4. If more than 4 requests to participate are received from candidates fulfilling the suitability requirements, the number of candidates will have to be reduced. In this case, VR will compare the additional references provided by the candidates as described in section "Grounds for decision" and Annex 2 Reference Form in the invitation to participate. Suitability requirements are presented in the ESPD form (European Single Procurement Document) attached to the contract notice. All requirements for the procurement, as well as the contract terms, will be defined during the procurement procedure. All final requirements will be presented in the final invitation to tender.