Invitation to tender for a project and portfolio management system with related software and services.

The object of this procurement is the updating of Ab Yrkeshögskolan vid Åbo Akademi (later Novia UAS) Project and Portfolio Management system (later PPM system). The PPM system is crucial for the management of Novia UAS research, development, and innovation (later RDI) projects. The PPM system will support the management of individual RDI projects as well as other selected projects within Novia UAS and the management of the project portfolio. In the PPM system all proposed, current and finalised projects can be managed in accordance with the project process and strategy of Novia UAS.

The object of this procurement is the updating of Novia UAS project and portfolio management system. The PPM system is crucial for the management of Novia UAS research, development, and innovation projects. The PPM system will support the management of individual RDI projects as well as other selected projects within Novia UAS and the management of the project portfolio. In the PPM system all initiated, current and finalised projects can be managed in accordance with the project process and strategy of Novia UAS. The PPM system supports the work at all levels of the RDI-organisation from project team members to top management. The achievement of operational and financial goals is supported by providing managers with overview and visual reports of key data for projects and the project portfolio. The system supports the everyday work of project teams, that translate goals into action, through supporting the management of projects (for example budget, tasks, schedule, risks, and resources) at all stages of the project process, while meeting internal and external reporting requirements. Enabling the whole staff to access the PPM system increases the transparency and sharing of information within Novia UAS and supports the possibility of education staff to take part in RDI-projects and their results. This objective is anchored in the strategy for Novia UAS. Increasing and developing the project portfolio is crucial for Novia UAS and the PPM system will support and enable this ambition. Important requirements are integration with other systems and user friendliness of the PPM system. Functionalities and interfaces shall be easy to use, intuitive and modern. The requirements for the PPM system and services and their implementation are divided into the following main categories: • User rights • Document management • Finances • Features • Interface to other systems • Project description • Reporting features • Resource allocation and reporting of working time The requirements for the PPM system and services and their implementation are specified in this call for tender and its appendixes. More detailed instructions for filling in the appendixes are given in this document and the individual appendixes. Novia UAS will not accept tenders that do not fulfill all of the mandatory requirements or deviate from the instructions given in the procurement documents in some other way. In addition to the integrations and functionalities listed in the mandatory requirements, there shall be a possibility to develop other integrations or functionalities according to future needs. The service must be a ready “out-of-the-box” software. This means that the functionalities described in the requirements specification documents must be built in and the supplier must have a proven track record of the successful implementation and maintenance of a similar software product and service with reference customers. The tender must include all costs for the initial implementation of the service as well as 4 years licensing and support service necessary for running the system. The contracting authority, Novia UAS, will choose one (1) supplier with whom the contracting authority will sign an agreement. Novia UAS reserves the right to reject all the tenders.

The procurement process can be terminated for a justified reason at any stage before the final contract. The contracting authority is not responsible for the costs nor any possible damage caused to the Tenderer.