Procurement for Collaboration Platform

The object of the tender process is a Collaboration platform (later also “Service”). The requirements for the service are more thoroughly listed in Appendix 1 Minimum Requirements, but what VTT is looking for here is a collaboration platform that will enable us to collaborate both internally and with external partners or clients, both in real-time workshops or meeting and asynchronically, meaning that the boards etc. have to be available outside common meetings as well. VTT has 2300 people of which about 1000 have an account in our current collaboration platform. A hundred (100) of them have a full license and are able to create boards and share them as needed. We’re also collaborating with 1000+ external partners or clients that have had editing access on boards on VTT’s platform. This is the need we also have in the future, so what we would need is as follows: - We need to, on some level, cater to about a 1000 internal VTT people so that they can view, comment or edit the boards or similar items. If we can cater to all VTT people (approx. 2300), even better - We need to be able to share our boards to or invite thousands of external people to our boards and they have to be able to view, comment or edit them. We cannot expect the externals to create a user account in our environment to be able to participate - The amount of boards our full users can create or our account hold should not be too limited; there can be thousands of boards altogether - We have an upper budget limit of 40 000€ per year, so the offer would have to fit in that frame The annual price offered in the tender shall include: - at least 100 full user licenses - at least 2500 free users, able to edit the boards by some means - unlimited ability to share boards to guests or externals, who can also edit them by some means - for the full users, at least 200 boards per user - Enterprise-level administration and security possibilities Or another way to fulfill the need described earlier, as we know there are different approaches to how licenses are allocated, and boards shared / free users managed. A more detailed description of the service is in the invitation to tender documents.

VTT is an applied science research organization that has approximately 2300 employees working in different fields of research, sales or similar support roles. It is a Finnish, fully state-owned limited liability company and thus subject to public tender procedures. During the Covid-19 pandemia, VTT recognized the need for a better collaboration platform to support distant and hybrid work. With it being impossible to meet face-to-face, a tool for workshopping and ideating over Teams calls or similar became of paramount importance for us to be able succeed in our work. That need has continued into the hybrid era of working. We do a lot of internal workshopping and ideation, but collaborating with externals is extremely important too so that should be as easy and flexible as possible. To that end, we experimented on a few tools and started using Miro first on a small scale and then with an Enterprise account in the spring of 2021. However, this was done as a smaller, pilot scale purchase and now we have a need to open a public tender to procure a service / solution that can fulfill our needs in the future. Regarding our budget, we have an upper limit of 40 000 € (VAT 0 %) per annum. Tenders over 40 000 € per annum shall be excluded. The object of the tender process is described in more detail in the invitation to tender documents.