Living and working smart in Eastern and Northern Lapland (EIP)
Municipalities are key drivers of regional development and innovation. The aim of this project is therefore to strengthen, across municipal boundaries, the sub-regional municipalities of Eastern and Northern Lapland in order to identify, utilise and promote the region’s expertise in research, development and innovation (RDI) and to support internationalisation efforts.
Project description and objective
The aim of the project is to identify the growth and strength areas in Eastern and Northern Lapland and, based on these, to define three to five smart specialisation clusters. The project will be implemented through cooperation between the public and private sectors and research institutes, using workshops and seminars and best practices in smart specialisation from other municipalities. The project will also help to strengthen innovation cooperation between Eastern and Northern Lapland and to create a growth agenda for smart specialisation in the sub-region. The networks established during the project will be exploited and monitoring methods will be developed for the measures created. The knowledge capital generated will be used as a continuous process in which actors in Eastern and Northern Lapland work on national and international initiatives with the partnerships created by the project.
Funding of the project
The Regional Council of Lapland has allocated €214,000 from the European Regional Development Fund (ERDF) and the state to the project ”Vitality and Smart Activities in Eastern and Northern Lapland” (EIP). The total grant will amount to a maximum of 80%. The remaining 20% will be financed by the municipalities in the region. The total budget for the project is €267 500. The project will run until 30.04.2023. The main contractor is the Regional Cooperation Association of Northern Lapland.
For more information:
Laura Lakso, Project Manager
Tel.: 040 664 1077
e-mail: laura.lakso@sodankyla.fi
www.italappi.fi/hankkeet, www.pohjois-lappi.fi/hankkeet
CALL FOR TENDERS 15.3.2022
Subscriber
EIB Project / Regional Cooperation Association of Northern Lapland
Arctic Ocean Road 1
99600 Sodankylä
Contact person for procurement
Laura Lakso, EIB Project Manager
laura.lakso@sodankyla.fi
+358 40 6641077
Procurement procedure:
The procurement is a small contract below the national threshold and follows a restricted procurement procedure. The call for tender is sent by e-mail to the following operators:
– NORRUM OY
– SmartNorth Oy
– KPMG
Background information:
The aim of the EIP project is to identify the strengths and potentials of the region and to develop and innovate them in order to increase the regional vitality of Eastern and Northern Lapland. The project will create a common programme for smart specialisation in Eastern and Northern Lapland, which will serve as a basis for seeking international (EU) funding for potential new projects.
The project will establish national and international partnerships and networks of municipalities, actors and companies in the region. The project is a two-year project, funded by the EU Regional Development Fund through the Lapland Union, and involves eight municipalities in Lapland: Utsjoki, Inari, Sodankylä, Savukoski, Pelkosenniemi, Kemijärvi, Salla and Posio, with the Sodankylä Geophysical Observatory, Värriö Research Station and the University of Lapland in the lead group.
This call for tender is for the provision of consultancy and conference services for an EU project expert to be purchased by the project.
Subject of the procurement:
EU PROJECT EXPERT
- Consultancy and linkage of the finalisation of the Smart Specialisation Programme for Eastern and Northern Lapland to the provincial level and thematic partnerships of EU networks.
- Consultation on the preparation and launching of international EU-funded projects under the Intelligent Specialisation Programme, based on the regional strengths of Eastern and Northern Lapland.
- planning and pre-preparation of a smart specialisation benchmarking trip abroad. Identification of the destination and partners and preparation of the itinerary and target meetings. Establishing international networks of actors in Eastern and Northern Lapland during the trip and preparing cooperation initiatives. The selected expert will be required to participate in the trip.
The activities will be carried out in cooperation with the project manager.
EXPERT SERVICES FOR AN INTERNATIONAL CONFERENCE:
- expert services for the international conference event on smart specialisation. The conference will take place in autumn or late 2022 in Saariselkä and will be held remotely.
Specific measures:
- assisting in the planning and organisation of the conference and networking with European conference guests
- facilitation of a conference matchmaking event for international project actors
- facilitation of an international EU project and networking workshop
The actions will be carried out in cooperation with the project manager.
Requirements for the professional services to be procured
In order to be selected, the expert must meet the following competence/experience requirements:
- Good knowledge of the Lapland Smart Specialisation Strategy and Arctic Smartness clusters.
- Good knowledge of EU financial instruments and EU project start-up.
- Experience of working on EU projects and knowledge of thematic partnerships in Lapland
- Previous knowledge and experience of working in EU networks
- Experience in the preparation of the Intelligent Specialisation Programme/Strategy would be an advantage.
- Experience in planning and organising international conferences
- Experience in successfully facilitating international workshops
- Knowledge of the tourism, extractive industries, bio-economy and space and satellite business will contribute to the success of the tender.
- Good written and oral English language skills, experience of producing materials in English and working in English.
Tender price and description of the tenderer’s skills and references
The tender and its annexes must be written in Finnish. The content of the tender must meet the requirements of the call for tenders.
Price
In order to make the prices of the submitted tenders comparable, tenderers must indicate the price of the service in €/day (VAT 0%) and €/hour (VAT 0%). If the tender includes different prices for services, e.g. per day or per hour (e.g. per day of travel), please specify this in the tender. Any travel and accommodation expenses will be paid directly by the Subscriber. If a tender cannot be compared with other tenders due to incomplete price information, the tender may be excluded from the tender procedure for the missing information. The price must include all costs. No invoicing or delivery supplements will be accepted. Prices are quoted exclusive of VAT.
Description of the tenderer’s skills and expertise and references of the tenderer for services similar to those of the contract in question
The tender shall be accompanied by appropriate lists of references and/or qualifications to be used for the evaluation of skills. In terms of competence, experience in carrying out similar activities and knowledge of the subject matter will be assessed.
Content of the tender
The tender must include at least the following information:
- The name and contact details of the tenderer.
- Description of the service to be provided (including key policies, expertise and response times)
- Indication of whether the tenderer will use subcontractors
- the prices of the expert service
- Provider’s credentials and references
- Statements required by the law on private limited liability companiesName and contact details of the person responsible for the service provider
Selection criteria
The selection criteria to be evaluated are the following:
- Experience and references 60%
- Price/day and price/hour 40% (any differential services, e.g. travel days, will be assessed and compared separately)
The maximum amount for the purchased service will be €30 000 (VAT 0%), the final purchase price will be determined on the basis of the work reported. The client is entitled to an option.
Selection criteria
The EIB project will purchase the service from one service provider. The most economically advantageous tender will be selected on the basis of the following criteria (maximum 100 points).
- Price up to a maximum of 40 points
- Merit and references of the tenderer up to 60 points
Price
The price will be scored on the basis of the unit price indicated in the tender. The lowest unit price in the comparison will receive 40 points. Other tenders will be scored according to the formula: cheapest unit price / unit price to be compared * 40.
Merits and references of the tenderer
The merits and references of the tenderer will be evaluated on a scale of 0-60 points.
The contracting authority reserves the right not to accept any tender. Incomplete, non-compliant and late tenders will be disregarded. Any tenderer who cannot be considered to have the financial or other capacity to perform the contract or who has failed to pay taxes or statutory social security contributions will be excluded.
Contractor’s liability
The tenderer must have the technical, financial and other capacity to perform the contract. Taxes and
statutory charges must have been paid. The tenderer must enclose with the tender the following documents
(22.12.2006/1233):
1) a statement as to whether the company is registered under the Prepayment of Taxes Act (1118/1996).
(1118/1818), the employer’s register and the VAT Act (1501/1993)
(printable from www.ytj.fi);
2) a certificate of paid taxes, any tax debts and/or debt arrangements and social security contributions;
3) proof of pension insurance and payment of pension insurance contributions
The documents and certificates to be submitted with the tender must not be older than three (3) months from the date of submission of the tender. The evaluation of the tenderer’s eligibility shall be carried out before the comparison of tenders
Subcontracting
The tender must indicate whether the tenderer will use subcontractors. The tenderer is responsible for the subcontractor as for his own activities. Subcontractors are subject to the same conditions as the tenderer.
Procurement decision and contract conditions
The contract award decision for this procurement is made by Laura Lakso, Project Manager. The decision will be sent to all tenderers by e-mail. Tenderers must indicate in their tender the e-mail address to which the award decision will be sent.
The order confirmation will be issued once the contract award decision has become final. The order confirmation is drawn up on the basis of the following documents (in order of importance)
Confirmation of order
Procurement decision
Call for tenders
Tender with annexes
General Conditions of Public Contracts (JYSE 2017, Services), as applicable
Complaints and sanctions
The Client is obliged to complain immediately about the quality and/or delivery times of the professional services provided if the service provided is not as agreed or does not take place within the agreed timeframe. If the quality of the service and the delivery time are not as agreed, 20% of the invoice price of the assignment will be deducted. If the service does not correspond to the agreed level despite the proposed corrections, 40% of the invoice price will be deducted.
Invoicing
The client pays for the service in arrears on a monthly basis, after receiving the hourly and work sheets provided by the expert.
Confidentiality
The tenderer must identify and mark as SECRET the information and documents in its tender that are confidential. Confidential information must be provided in a separate annex. Price information is not a trade secret. The entire tender cannot be secret.
Validity and receipt of the offer
The offer must be valid until 31.5.2022. The tender, including the supporting documents, should be sent by e-mail to laura.lakso@sodankyla.fi. The e-mail should be entitled ”Tender for professional services, EIB”.
The offer must be received by 25.3.2022 at 15.00. The sender is responsible for ensuring that the offer is received by the deadline. Tenders submitted after the deadline will not be considered. No compensation will be paid to tenderers for submitting a tender.
Further information and questions
Any questions relating to this call for tenders should be sent to laura.lakso@sodankyla.fi by 18.3.2022 at 14.00. In the subject field of the e-mail, please write ”Question about expert services EIP”. The questions and answers will be sent to the questioners and other contact persons by e-mail by 21 March 2022 at 14.00.
Sodankylä 15.3.2022
Laura Lakso
Project Manager
EIB Project / Regional Cooperation Association of Northern Lapland