Challenge: Gathering and Managing of Transport Service Procurement Data

Focus Area: Mobility

Forum Virium Helsinki announces the opening of a call for the second round of innovative pilots as part of the FinEst Twins project. The mobility challenge of the programme is Gathering and managing of transport service procurement data.

Pilot hosts: The City of Helsinki Urban Environment Division (KYMP), Stara Logistics Services and The Finnish Transport and Communications Agency Traficom.

The City of Helsinki consists of four divisions, four establishments and administration. Each of these organizations procure their transport services with different contracts and framework agreements. We are obliged by the Act on Energy and Environmental Impact of Vehicles in Public Procurement to keep track of the share of clean vehicles in our procurements. The amount and diversity of data, however, is too extensive to easily gather.

Challenge Description

The objective of this challenge is to develop an innovative solution for gathering our transport service data. We are looking for a prototype of a portal or some sort of similar technical solution in which our operators could be bound to log and export information on their service. It can also be an action plan for this portal or technical solution. This information consists of the name of the operator, information of the vehicle(s) they use (such as register number, the first year of service, motive source, EURO category for cars/ Stage emission classification for construction machinery, owner/holder, purpose of use) the framework agreement or contract they operate, etc. The information described above is a minimum requirement and information can be added to the portal at the request of the subscriber.The portal must be connectable to the city’s own systems and also to other national authority systems such as Traficom. The portal user’s consent is requested for this data transfer. The portal must meet the GDPR and other data protection requirements, and the portal’s database must be located in EU/EFTA countries.

We are looking for a solution for our data gathering challenge to help us get to our climate neutrality target 2030. Helsinki is also bound by the law to gather this information and to ensure that a certain amount of our procured transport services are clean (i.e. produced with electric, hydrogen or other low or zero emission motive power). Since our legislation is based on the EU directive (Clean Vehicle Directive) this solution will be a great tool for other municipalities in Finland and Estonia and very likely also elsewhere in Europe. The solution we are looking for will help us procure more clean transport services which will also help us with Helsinki’s Air Quality and Noise Abatement Plan 2024–2029.

We are looking for a scalable model for the portal. Expected outcome of this pilot includes a prototype of such a portal or service.

Budget

10,000€ (VAT 0%) for one (1) solution. The budget can be used to cover costs developing a technically functioning prototype.

Evaluation and Selection Process

The final evaluation will be done by the jury including experts from City of Helsinki, Stara Logistic Services, Forum Virium Helsinki and FinEst Twins project. The best proposal based on the general evaluation criteria will win the challenge.

Tenders for focus area mobility are submitted using this specific form. In addition to filling in the form, each Bidder can submit a maximum of four (4) other attachments supporting their tender. Please note that in this focus area it is not mandatory to submit any attachments.

Forum Virium Helsinki, The FinEst Twins project’s experts and the selected members from each pilot host organisations will evaluate the tenders submitted by the deadline and select the best tenders based on scoring. The final selection in each challenge is made based on the general evaluation criteria. All participants in the tender competition will be notified of the results. The procuring entity has the right to decide not to carry out the procurement, considering factors such as the total funding available or the quality of the tenders submitted. 

Order of precedence: 

1. The information provided on the form

2. The information presented in the attachments to the tender

3. The information provided in the potential online event

Materials and information provided outside the form, its attachments, or the online event will not be considered as part of the tender.

General Evaluation Process

For the purpose of evaluation, tenders submitted will be evaluated based on the following quality criteria in accordance with the specified weightings: 1) feasibility (40 %), 2) novelty and innovativeness (30 %), 3) impact and sustainability (20 %), and 4) scalability (10 %). The maximum number of points is 100. Each challenge has a fixed price, which means that the price is not an evaluation criteria.

Each evaluation criterion is scored on a scale of 0–3 points. The maximum total score that a tender can receive is 100 points.

The scoring will be evaluated accordingly:

• 3 points: The criterion is met excellently.
• 2 points: The criterion is well met.
• 1 point: The criterion has been taken into account to some extent.
• 0 points: The criterion has been taken into account weakly or not at all.

General Evaluation Criteria

1. Feasibility, weight 40 % (0-21p equals max. 40 points)

• Equivalency: The proposal meets the specific challenge description. (0-3p)
• Clarity of the tender: The description of measures, goals, timetables and resources shows that the solution can be implemented in a high-quality and safe manner, within the agreed timeframe and at the location specified in the invitation to tender. (0-3p)
• Technical feasibility: The solution can be realistically implemented with current technology/data/resources available. (0-3p)
• Competence: The Bidder demonstrates that they have sufficient competence and resources to implement the service. Competence of the personnel assigned for the pilot project, e.g. CVs or other characterisations and support material. (0-3p)
• Restrictions: The Bidder has no limitations (e.g. policy issues, competitive setting, or other) to work in collaboration with the pilot hosts, stakeholders, and other operators being involved in the pilot programme. (0-3p)
• Economic viability: The solution is economically viable. Consider development costs, operating costs, and potential return on investment. (0-3p)
• Market viability: The solution has a market fit. (0-3p)

2. Novelty and innovativeness, weight 30 % (0-9p equals max. 30 points)

• Novelty: The solution is new to the industry or to the specific area it targets. (0-3p)
• Innovative qualities: The solution has innovative qualities which bring value for the challenge it solves. (Evaluation is carried out based on the personal competence and general and special know-how of the members of the evaluation panel selected by the procuring entity) (0-3p)
• Degree of change: The pilot project introduces more disruptive innovations than incremental improvements like new practices/solutions/perspectives compared to the existing similar solutions. (0-3p)

3. Impact and sustainability, weight 20 % (0-9p equals max. 20 points)

• Comprehensibility: The intended impact of the service and the method to verify the impact are described clearly. (0-3p)
• Positive impact: The solution demonstrates a clear positive impact on solving the identified challenge. (0-3p)
• User needs: The solution addresses a real need or solves a challenge. Innovations that are problem-driven are more likely to be successful. (0-3p)

4. Scalability, weight 10 % (0-9p equals max. 10 points)

• Replicability: The service can be replicated or reproduced in another environment. (0-3p)
• Scalability: The Bidder demonstrates that their solution has sufficient possibilities to be beneficial for wider usage (e.g. different audience or user groups, more organisations, other countries, or other factors) than only during the specified 6 month pilot period. (0-3p)
• Business value: The solution offers potential for new business. (0-3p)

Each criterion will be evaluated as a whole. Points will be awarded at a minimum interval of 0-100 points and expressed to 2 decimal places. Tenders evaluated to be of equal value may receive the same score. In a situation where multiple tenders receive the same total score, the deciding factor will be the highest score of the criteria starting from the first criteria of the top category feasibility to the last criteria of the last category in a numerical order. 

About KYMP, Stara and Traficom

Helsinki, the capital of Finland, has 681800 inhabitants. The City of Helsinki is the biggest employer in Finland. The City of Helsinki Urban Environment Division is responsible for planning, construction and maintenance as well as building control and environmental services related to the Helsinki urban environment. The City has its own extensive car fleet, but it also procures numerous transport services in all of its divisions and establishments. 

Stara Logistics Services is a versatile expert in the fields of construction, environmental management and logistics. Stara Logistics Services reliably and flexibly provides all urban construction and maintenance services to Helsinki – from large construction projects to small repairs and from long-term landscaping contracts to condition surveys of individual trees. Stara Logistics Services procure most of Helsinki’s own car fleet and manage transport data.

The Finnish Transport and Communications Agency Traficom ensures smooth, sustainable, safe and secure transport and communications connections and services, and promotes cyber security in Finland. Traficom is an authority serving people and businesses in licence, registration and supervisory matters.

Support Provided During the Pilot Period

During the pilot both The City of Helsinki and Stara Logistic Services will provide needed information and help finding examples of our transport service contracts and framework agreements to work with. At this stage we are working with Stara’s transport service data. Later we need to be able to expand the solution for all our divisions and establishments. All needed information of the transport services (described above) is provided by Stara Logistics. Traficom will support in finding relevant stakeholders and data, such as emission standards and information bound to register numbers.

In case of any questions, please contact Leena-Maija Kimari (leena-maija.kimari@hel.fi), Paavo Lehmonen (paavo.lehmonen@hel.fi) or the organizer satu.reijonen@forumvirium.fi.

Important Links

Check the information about the mini-piloting programme.

Register to the info session!

Apply here to this challenge after the application period opens on 17 February at 12:00 (EET).

Photo: Vesa Laitinen