Invitation to tender: Technopolis Recharger

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1 Invitation to tender: Technopolis Recharger

2 INVITATION TO TENDER Contents 1 Technopolis Recharger Buyer Specification of the Procurement Price Procedure Language Information Required from Tenderer Evaluation Criteria Partial Tenders Subcontractors Time of Delivery Period of Validity of the Tender Publicity of the Tender Documents Submitting the Tender

3 1 Technopolis Recharger Technopolis Recharger is a novel, personal wellbeing development program targeted to management and key personnel of Technopolis clients. The aim is to increase participants work performance, engagement and motivation through improving their personal wellbeing. In the beginning personal development targets are defined, and later used as a baseline for following results and measuring effectiveness of the service. Recharger service combines three main areas of wellbeing: physical, mental and social. Service is a mixture of personal and group coaching, mostly delivered in such a way that it enables effortless and time-independent participation. Participating companies will benefit from pre-evaluated and packaged wellbeing services provided by first-class professionals. 2 Buyer Technopolis Plc, established in 1982, is a real estate and service company operating an international chain of smart business parks. We currently operate in 12 cities with 20 campuses in Finland, St. Petersburg, Tallinn, Vilnius and Oslo area. In Finland we operate in Helsinki, Vantaa, Espoo, Tampere, Jyväskylä, Lappeenranta, Kuopio and Oulu. Combined with services, the business environments make up a strong ecosystem that supports the success of our customer companies and the wellbeing of staff. Technopolis offers suitable space for companies of all sizes. Flexibility and our comprehensive service portfolio make it easy to do business and grow in the space we provide. One of the growing service areas is Wellness services Technopolis Recharger being one of the new concepts. Our aim is to provide high quality services that support the wellbeing of our customers through wellbeing of their staff. 3 Specification of the Procurement 3.1 Purpose of the service Purpose of Technopolis Recharger is to offer a comprehensive, personal wellbeing development program that guides participants to make viable everyday choices that increase wellbeing not only today but in the long run. Service aims to support and improve physical, mental and social wellbeing of participants in order to improve their work performance, engagement and motivation. 2

4 3.2 Target group The service is targeted to management and all other key personnel of Technopolis client companies. Target group includes the ones, whose performance is crucial for the companies success. Physical condition and training background of the participants may vary from highly to less active. At first phase the service is planned for a group of participants scattered in Technopolis business parks around Finland, and later in any country Technopolis operates in. 3.3 Duration, schedule and location Technopolis Recharger is a long term development program that lasts 8 months starting in autumn Tender shall include a preliminary schedule for the services offered. Tender shall also indicate clearly how services are delivered: - Through digital service platform selected by tenderer - Locally face-to-face (in all Technopolis locations in Finland) - Face-to-face via Technopolis video conferencing system, Skype or Lync Preferably substantial part of the personal coaching services are delivered by utilizing a digital service platform in order to offer effortless and time-efficient participation, and to avoid scheduling issues related to face-to-face meetings. 3.4 Marketing Technopolis is responsible for marketing and sales of Recharger service to Technopolis customers. The tender shall describe marketing and sales related activities that can be supported by the service provider. 3.5 Content of the service Technopolis Recharger combines three areas of wellbeing: physical, mental and social. Service delivery shall deploy latest digital technologies in order to provide an effortless and time-efficient service experience. The service will start from setting personal, measurable targets for all participants. These targets will be measured during and in the end of the program. 3

5 3.5.1 Physical wellbeing Physical wellbeing services consist of personal and group coaching related to training and nutrition. All services offered support the personal development targets that will be defined in the beginning of the program with each participant. Physical training services At the beginning each participant s physical condition and overall wellbeing shall be examined, and a personal development target for the Recharger program defined. Personal development target is a baseline for the training program that is regularly updated and finetuned in order to reach targeted results. Physical training services shall utilize latest digital platforms e.g. in tracking activities, giving feedback, and supporting the training motivation and commitment in general. Tender related to physical training services shall include the following modules: 1. Wellness tests in the beginning, during and in the end of the program. Tender shall describe a) what tests will be used in order to get and maintain a sufficient understanding of the participant s condition during the program. b) preliminary plan for organizing tests in practice and delivering results for participants. 2. Creating personal training programs based on wellness test results and personal development targets. Tender shall describe how personal training programs are created and delivered to participants (e.g. need for face-to-face meetings, usage of digital service platform). 4

6 3. Feedback from the coach and updating the training program. Tender shall describe what is the digital platform used for tracking training activities, giving training related feedback to participants and updating their training programs. Tender shall also describe how often personal feedback is given and training program is updated. 4. Group training activities once a month after group coaching sessions that focuses on nutrition (chapter 3.5.2) and mental wellbeing (chapter 3.6). Tender shall give a preliminary plan for organizing group training activities ca. 1 hour training after each group coaching session, 6 in total. Tenderer shall take into account that the number of participants in each location may vary. 5. Reporting. Tender shall give a description of the reports tenderer is able to produce for Technopolis concerning the level of commitment and development of participants (e.g. number of training activities per month) Nutritional coaching Nutritional coaching focuses on improving understanding of the effects nutrition has on energy levels and mood in addition to maintaining a healthy weight and avoiding health problems. Tender shall include: 1. Preliminary plan for delivering a personal dietary analysis including feedback from nutrition expert 2. Preliminary content plan for 2 x 2h group coaching sessions 3. Preliminary plan for pre-assignments targeted to demonstrating the effects of healthier choices in everyday life. The nature of pre-assignments shall be planned in a way that supports the current theme of group coaching sessions. 3.6 Mental wellbeing The aim is to improve understanding of the elements that affect our mental and emotional wellbeing, and provide methods for self-management. Tender shall include preliminary content plan for 4 x 2h group coaching sessions and assignments related to: - Stress management - Work and life balance - Mindfulness - Recovery and relaxation The nature of assignments shall be planned in a way that supports the current theme of group coaching sessions. Assignments can be given in advance or after the coaching has taken place. 5

7 3.7 Social wellbeing Technopolis Recharger provides a platform to build a professional network with like-minded professionals outside work environment. Although the business logics vary between industries, management related challenges remain universal. Sharing and learning from other s experiences in an informal setting is an efficient way to get new ideas and support for challenging situations in participant s work life. In addition to group coaching sessions Technopolis Recharger includes two group travels in order to facilitate networking between participants. The tender shall include a description of how social wellbeing and networking between the participants have been taken into account in service delivery. 4 Price Price shall include all costs including planning meetings with Technopolis. Price shall be separated as A) Fixed service packages: Physical training services - Fixed price for 20 participants (VAT 0%) - Additional price/ participant exceeding 20 (VAT 0%) Nutritional coaching - Fixed price for delivering a personal dietary analysis including feedback from nutrition expert for 20 participants (VAT 0%) - Additional price/ participant exceeding 20 for dietary analysis (VAT 0%) - Fixed price for 2 x 2 h group coaching sessions and related assignments for participants (VAT 0%) - Price for additional 2h coaching session including assignments (VAT 0%) Mental wellbeing services - Fixed price for 4 x 2 h group coaching sessions and related assignments for participants (VAT 0%) - Price for additional 2h coaching session including assignments (VAT 0%) B) Additional services (optional): Separated price for each additional service offered (VAT 0%) (e.g. additional face-to-face meeting with personal coach, additional material, additional health test) The value added tax rate used shall be stated separately. 6

8 5 Procedure This procurement follows the open procedure. Technopolis decides on the selection of the service providers based on tenders received. The procurement contract does not come into existence by the acceptance of the tender or by notification of the acceptance, but only after a written agreement for the service has been placed between the service provider and Technopolis. Tenderers will be notified of the decision on the selection of the service providers by . Final decision is expected to have by 31 st of March. 6 Language Tender shall be submitted in Finnish or English. Service shall be delivered in Finnish or English depending on the language of participants. 7 Information Required from Tenderer 7.1 Declaration of Trade Register and Prepayment Register The tenderer shall enclose a signed declaration with the tender stating that the tenderer is entered in the Trade Register and Prepayment Register and has fulfilled their obligations to pay social security contributions and taxes required in Finland. 7.2 Expertise and experience The tenderer shall describe their experience and expertise in providing wellbeing services. Suitable customer references and testimonials shall be included. Experience of similar assignments is regarded as an advantage. 7.3 Resources The tenderer shall include short introductions/cvs of the personnel responsible for delivering the services. 7.4 Coverage The tenderer shall describe their ability to offer services in Technopolis locations in Finland (Helsinki, Espoo, Vantaa, Tampere, Jyväskylä, Kuopio, Lappeenranta, Oulu). 8 Evaluation Criteria The procurement decision is made on the basis of the best price-quality ratio. The evaluation criteria are: 7

9 Content of the service: offered content compared to the invitation to tender, usage of digital service platform Expertise and experience: customer references, previous experience in delivering high-quality wellbeing services Price: Fixed price, possibility to include additional services The evaluation shall be based on the tenders and shall be carried out at Technopolis discretion. Technopolis reserves the possibility to ask for specifications and modifications before the final decision. 9 Partial Tenders Partial tenders can be accepted. The tenderer is able to offer partial tenders including only certain parts of the overall content. Partial tender shall describe clearly, what part of the content is included. 10 Subcontractors The tenderer may use subcontractors. The tenderer shall describe the subcontracted work and the proposed subcontractors in the tender. The tenderer shall be liable for the subcontracted work as their own. 11 Time of Delivery Time of delivery of the services shall be according to separate agreement. It is estimated that the service delivery shall be required between August 2016 and June Period of Validity of the Tender The tender shall remain valid until Technopolis reserves the right not to accept any of the tenders submitted. Technopolis also has the right to reject a tender that is not in accordance with the Invitation to Tender or an inadequate tender. 13 Publicity of the Tender Documents Technopolis handles the tender documents with due care and does not give information on the tenders to third parties. However, the tender documentation is not considered as confidential information unless otherwise expressly stated. The tender should be drafted in such a way that it does not contain trade secrets. If the tender contains trade secrets, the secrets should be indicated clearly in the tender. 8

10 14 Submitting the Tender The tenders shall be submitted by to elisa.lehmusniemi (a)technopolis.fi by 29 th of February The subject field of the shall include (Technopolis Recharger). For more information contact Milja Korhonen (milja.korhonen (a)technopolis.fi) or Elisa Lehmusniemi (elisa.lehmusniemi (a)technopolis.fi) January, 27, 2016 Technopolis Plc City, Finland 9

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