Finland – IT services: consulting, software development, Internet and support – HR Solution for VR Group / Invitation to participate

VR-Group Plc (hereinafter also "VR" or "contracting entity") is procuring a modern SaaS based HR Solution. The procurement also includes implementation and support services (hereinafter “Solution”). The target of this procurement is that the new Solution will replace two current HRM systems. At the moment separate systems are used in Finland and in Sweden. Thus, the new Solution needs to cover operations in Finland, Sweden and be easily extended to other countries in the future, if necessary. VR is looking for a robust, scalable and Solution which is a single product or products from the same product family as well as supplier who will implement the Solution (including integrations and migrations) in the given target schedule and has expertise in similar implementation programs. Supplier provides solution continuous support. The scope of the procurement will cover all these aspects. VR expects the selected supplier to have proven expertise in implementing large scale HR solutions for multinational organizations. The supplier should demonstrate experience with SaaS-based HR implementations, including integrations with payroll, finance, and other enterprise systems. Additionally, the supplier should have the capability to provide ongoing support and system updates in compliance with European labour laws and data protection regulations. Additionally, the supplier should have the capability to provide ongoing support and system updates in compliance with European labour laws and data protection regulations. The fixed agreement period is four (4) years from the date of signing the agreement. After the fixed period the agreement shall remain valid until further notice. VR Group consists of around 15 legal entities in Finland, Sweden and Latvia and has over 9100 employees. This procurement is made for all legal entities under VR Group, i.e. VR-Group Plc and all its group companies. At the commencement of the procurement procedure there are: • In Finland 12 relevant legal entities. In addition, there is also a maintenance company VR FleetCare. • In Sweden VR Sverige AB and VR Snabbtåg Sverige AB, and • In Latvia VR Services Latvia SIA In case new VR Group entities would be established, the procured solution must be possible to take into use in also such entities. The key business objectives of this procurement include streamlining HR processes, improving data consistency across different legal entities, and enhancing user experience for employees and HR personnel. The preliminary description of the procurement is attached to this invitation to participate. The description and related documentation will be specified during negotiations and the final subject-matter will be described in the final invitation to tender. More detailed information regarding the content and schedules of the negotiations will be provided to the selected tenderers. The aim is to start the negotiations in June 2025. Also, the aim is that the procurement process would end in Q4/2025, when the implementation would start. VR is planning a phased go live and the goal is to have the first legal entities with fully implemented system in place in H2/2026 with rollouts following. The schedule of the procurement may however change during the procurement procedure. Functional and non-functional requirements as well as system and integration architecture requirements will be provided later during the procurement procedure. All requirements for the procurement, as well as the contract terms, will be defined during the procurement procedure. All final requirements will be presented in the final invitation to tender.