Procurement of financial administration services – Kymenlaakso Regional Council

Summary

Kymenlaakso Regional Council is procuring a complete financial administration service under an open procedure, with service production scheduled to begin on 1 April 2027 under an agreement of indefinite duration. The procurement covers payroll administration for 22 permanent employees, an average of five temporary employees or summer-university lecturers, and approximately 50 elected representatives paid quarterly, including payroll and fee calculations, absence and leave data, travel expenses, payments, income-register reporting and monthly, annual and statutory reporting. It also covers general accounting, purchase and sales ledgers, travel-expense processing, financial reporting to municipal reporting services and preparation of the annual accounts. The supplier must provide reliable and up-to-date payroll and accounting systems, integrations, personnel-management functionality, information security and GDPR compliance, maintenance, version management, user support, and a named service team with appropriate municipal-sector payroll and accounting expertise. The stated reference volumes are 838 purchase invoices, 126 sales invoices and 7,991 basic accounting entries for the period 1 August 2025 to 31 July 2026. The tender must include fixed annual or monthly prices, additional-work hourly rates, system and licence costs, reporting, training and implementation costs; prices must be stated without VAT at 0% VAT. Only a complete tender is accepted and no partial or alternative tenders are allowed. The tender must be submitted in Finnish by 21 October 2026 at 12:00, and the tender must be valid for at least three months after the submission deadline; the document also separately specifies validity until 31 December 2026. The most economically advantageous tender is selected using price at 40 points, municipal financial-administration experience at 30 points, service delivery and experts at 20 points, and the implementation plan at 10 points. The supplier must have at least three valid municipal or municipal-group customers, sufficient resources, an ISO/IEC 27001-based or equivalent documented information-security management system, and must satisfy the stated legal, financial, sanctions, subcontractor and compliance requirements.