Strategic foresight support for Tekes

Jättöaika: ma 11.07.2016 - to 25.08.2016

The purpose of this Invitation to Tender is to request tenders on foresight service, including access to foresight information, tools and workshops/future labs to support foresight competence at Tekes.

By foresight in this case is meant a long-term perspective insights, ranging from 3 to 10 years time scale. Preferred approach is human centric, with deep understanding of technology, economical, political and societal forces affecting human environment and behavior.

General Terms of Public Procurement in service contracts (JYSE 2014 Services)

Completed tenders must be delivered primarily via email, no later than 25 of August 2016 at hour pm Eastern European Time (EET) to the following email address: kirjaamo@tekes.fi, or posted in a sealed envelope to Tekes´s registry office in the address:
Porkkalankatu 1
00180 Helsinki

Emails or envelopes must be clearly marked: “51/25/2016”.

During the tendering procedure, the tenderers may request additional information by e-mailing their questions to Kilpailutus@tekes.fi. The subject of the e-mail must have the reference “51/25/2016”. Please submit your questions by no later than 15.8.2016 at 16.00 p.m. In order to ensure the equal treatment of all candidates, no telephone enquiries or information requests will be answered.

The responses to the questions will be published at the Contacting authority’s website by http://www.tekes.fi/en/whats-going-on/invitations-to-tender-2016/ on 17.8.2016. Each tenderer is responsible for taking into account in its tender this information provided at the website.

Questions and answers

1. In the Invitation to Tender, Section 3.3. it is specified that one part of the required services is “Research agenda and programs”  Question: Please inform if there is a specific expectation with regards the level of detail you wish to see in outlining topics on which foresight information will be published. Also, please specify if there are “must-have” sub topics within key areas of digitalization, cleantech & bioeconomy and health & wellbeing that are expected to be covered.

We would like to see the headlines of your research topics and deliverables and few words to describe the content and why you think the topic has relevance. The aim is to get an overview of your offering.

We would not like to point “must-haves” because the topics change rapidly.

2.  In the Invitation to Tender, Section 3.3. it is specified that one part of the required services is “Support for foresight work: Access to interactive workshops (for 2-3 people per workshop) Access to 2-3 foresight workshops/year. Option for training and competence development in foresight work (methods and tools)” Question:  Do you wish to specify any key topics expected to be main themes for such workshops?  And with regards to training are there particular methods already identified in which training is sought?

Relevant topics change rapidly and challenge strategies of any organization. Given the nature of foresight work, we would not like to specify main themes more than mentioned in the tender document. Key areas are digitalization, cleantech & bioeconomy and health & wellbeing.

With regards to training there are no particular methods sought and relevant methods will be discussed case by case.

 3.  In the Price Form, it is requested that travel expenses are included in the price. Is it correct to assume that face to face meetings are needed solely in Helsinki, Finland? In case travel to other locations is required for work shops or training purposes, we would like to know which locations and how many visits are assumed.

If meetings are arranged outside Helsinki, teleconference, webinars etc. are to be used.

4.  In the Person Table: On rows 25 – 37 is the table with the specification “Minimum 5 years experience in foresight work in the team” (in this table, the word “assessments” is mentioned several times in column headings). Then on rows 40-47 is another table with the specification “Three references from the last three years…”  Is it acceptable to use the upper table to describe longer periods of employment (jobs / periods of employment related to foresight) and the lower table to describe specific projects done for clients? If yes, is it acceptable that the lower table, in case mentioning specific client names,  is classified as confidential and not to be public information?

All information in Table of person’s skills (Appendix 2) is public. In case you would like to keep some information as confidential, please don’t include this information (for instance company’s name) in the table. If you need to keep some information as confidential, you can describe in the table (in the organization-column) just the industry of this company. If you choose to keep this information confidential, please include a separate document with company’s name and mark the document as confidential.

5. In the Person Table and in the proposal, when describing the team, is it acceptable to describe a joint team consisting of personnel from two organizations that would be offering the solution in a partnership? Technically the service provider submitting the proposal will be the main contractor and the members of the partner company would be considered as subcontractors but close cooperation between these two organizations would be significant to the extent that we would wish to highlight team members of the partner organization in the Person Table.

Subcontractors are allowed. Therefore joint teams are acceptable. All team member information has to be described in the Table of person skills.

6.  Do all subcontractors to be used need to be named in the proposal at this point or is it permitted to use other subcontractors on demand during the contract

Yes. All current team members and subcontractors need to be named.

7.  We would like to have a graphic designer in our team for instance. Can we have actors like this in supportive tasks beside the research team or do we name him as a member of the research team?

Tenderers are free to compose the research team as they see best to provide optimal foresight support.

8.   What is the aim of the workshops; why are those organized?

Foresight workshops help to formulate insights and roadmaps to action. Please also see invitation to tender –document, Object and purpose of the contract.

9.  In principle, all workshops are interactive in nature; what does interactive mean in the context of invitation to tender and why it is highlighted especially? Is it meant that there will be only 2-3 participants in each workshop? Why only so few? Who are the participants in the workshops? Are the workshops organized in Finland or abroad?

Service provider is expected to organize foresight workshops on its own based on its own research agenda. Workshops are not tailored and commissioned for Tekes only and will include participants from other organisations as well. Interaction with other actors from other organisations is valuable ingredient of these workshops. Tekes representatives will join to these workshops. Estimated number of Tekes representatives is 2-3 per workshop. Service provider decides on workshops locations and other participants.

10.  Who will sign the ESPD form, every team member, Tenderer or Tenderer and possible subcontractors?


11.  Do you want price per year or per day? In appendix 1 Table of Prices is written that price per year but in Contact draft you have written ‘The procurement is based on a maximum price model. In appendix Table of Prices are the workloads and daily charges for all team members following the implementation plan.’

Price per year.

12.  In appendix 1 Table of Prices you have written ‘1. subscription price for max 20 users to foresight research programs/agendas (price per program). Subscription means access to data and information within the research agenda.’ What does this mean? Price per user per program per year or what?

Price per year.

13.  A question concerning subchapter 8.1.2. You refer there that references need to be internationally operating companies. To clarify the organizational meaning, can these references also be governmental actors, NGOs’ etc.? In other words, can any type of organization, not just companies, to be considered as a reference?

 References can also be governmental actors and NGOs etc.

 14.  Does Tekes expect that the service provider has ready existing, on-going foresight research programme in the defined areas?

Yes. See answer for the question 9.

 15.  Does Tekes expect that the service provider creates customized foresight activities based on Tekes specific needs? And that there are specific outputs for these tailor-made foresight exercises?

 No customized foresight activities are required within this invitation to tender. See answer for the question 9.

 16.  Access to Foresight Workshops. Does Tekes expect these workshops are tailor made for Tekes and the commissioned project, OR that Tekes representatives gain access to Foresigh Workshops that the service provider is expected to organize on its own as a part of its foresight research programme?

See answer for the question 9.