Answers to the questions from service providers
QUESTIONS AND ANSWERS
Helsinki Business Hub is tendering its’ Business intelligence services. On this page, there are answers to the question the service providers submitted during the deadline. The whole tendering can be found in here.
- Should the contact person in Appendix 1 to be the same as the named expert?
Yes, the contact person and named expert are the same. Of course, there can be several experts working on the project, but we want one main responsible who we are in touch with.
2. Should or could the English project references provided to Appendix 1 point 8 be different from the three references that are the basis for the quality evaluation?
The references can be different, but don’t need to be. If other projects describe better the language skills and others better the different service categories, then these can be different.
- On section 2 on the object and scope, in lot 2, can you please clarify the ‘FDI’ abbreviation.
FDI stands for Foreign Direct Investment.
- You have asked for a named expert for each lot, who is required to carry out projects. It has been our experience, that sometimes this does not give the customer the best expert available – would you consider revising this requirement to providing a project manager for each and naming an expert team when the scope of the project is known?
Our experience is that if business intelligence people work closely with our experts we can reach the best results. That is why we want that we are straight in touch with the BI experts not through and project managers.
- On the eligibility form, can you please answer these questions:
- Section 6: can these be separate attachments or does the information need to be entered into the given document?
These should be separate attachments, but the files and the content should be named and numbered in the same way as in the tender to avoid any misunderstandings. In addition, you need to indicate YES/NO in the eligibility form by answering, if the required description is included or not.
- Section 7: do you have a CV template you wish for us to use?
We don’t have any CV template, you can use your own.
- On Appendix 2: Is the length of a working day really 7,6 hours instead of the normal 7,5 hours?
In Finland, the government decided on a competitiveness pact which came to force from the beginning of 2017. This meant that the working day lengthened from 7,5 to 7,6 h. This is the reason at HBH the working day is officially 7,6 hours/day.
- For the contract, on section 5. Intellectual property rights, can you please clarify this in the sense that you are not expecting to receive the rights to any third party rights of material that may be used as a source to produce your material. For example something such as this: These immaterial and intellectual property rights do not include source and background materials’ IPR rights transfer to the customer.
We don’t expect rights to the third-party materials, but HBH has all the rights to the right to all the materials that are produced during the projects. This means that if you use third party’s material to deliver your task by analysing the material that you get from that kind of source and send us the end result, we expect that you have right to send us the material, and we have right to use the material that you send us.
- Could you give some volume estimates of business intelligent services for each lot during the agreement period?
In the tender, there is the following estimation: the value of services for lot 1 is estimated at EUR 100,000, for lot 2 at EUR 50,000 and for lot 3 at EUR 50,000 during the agreement period. The figures indicated are non-binding estimates.
- Our company is incorporated in the United Kingdom under UK company law. We are fully compliant with UK tax laws. Therefore, our official documents and procedures are different to those in Finland. For example, there is no pre-payment register in the UK. We are a registered, limited liability company and registered for VAT in the UK. How do we complete the form in Appendix 1 to reflect this?
You can fill this according to your countries official documents and procedures. Please still provide all the equivalent documentation and information e.g. tax, registration according to your countries procedures.
- We have planned to enter YES and to include a note explaining our incorporation under UK law and compliance with UK procedures and legislation. Is this acceptable?
This is acceptable. Just state in the attachment which countries laws and procedures you are functioning under.
- We have two principal persons, the Directors of our company, who would carry out the work. We propose to submit the CV/profiles for both persons. Is this acceptable?
You can have a different expert in different lots, so several cv’s and profiles can be attached to the offer, but only one per lot will be taken into account.
- We use specialist, trusted experts as sub-contractors from time to time, depending on the nature of the project – and only with the client’s permission. We would propose to submit these persons details on a project by project basis but, if preferred, can submit their details in our offer. Could you please advise if this is acceptable and, if so, how it should be indicated in our submission?
Subcontractors and other experts can be used in different projects but the named expert is always responsible for the quality and overall project to HBH. If the tenderer procures a portion of the services through subcontracting, the proportion of services produced by subcontractor must be described in the tender. The tenderer shall name the subcontractor used for the implementation of the procurement and supply a written statement of availability prepared by the said subcontractor for the role in question in its tender.
- “with regards to the “reference projects/assignments” – you say a “a maximum of three (3) reference projects for evaluation by the procuring entity” Does this mean 3 PER lot or 3 in TOTAL?
You can attach 3 projects to each lot, meaning 9 projects total, if you offer to all lots.
- Apart from the reference projects and the completed appendices – should we also provide a brief overview of our company and our offering? Or would this NOT be evaluated in the tender submission?
In the appendix 1 there is stated that short description is a minimum requirement.
- We did not see anything about payment terms in the documentation. Is this something that would be dependent on the nature of individual projects within the overall framework agreement?
Details of the agreement e.g. payment terms will be agreed with the chosen service providers in the next phase.
