Pharmacy Automation System (Warehouse, Inventory and Internal Logistics)

HUS Group (hereinafter referred also as "HUS" or "Contracting Authority") requested Candidates to submit a Request to Participate for a procurement of Pharmacy Warehouse Automation System and related services therein. The system was to include automation of HUS Pharmacy Warehouse, Inventory and Internal Logistics. The object of the procurement was a comprehensive inventory automation solution. The system as well as all the related services specified as the object of this procurement were hereinafter referred to as "System". OBJECT The purpose of the System was to automate the management, storage, and pickup of pharmaceutical supplies. The storage and collection of medicines was to be carried out by a control system that received orders from the pharmacy's ERP system, directed the picking and delivery of orders, monitored product inventory levels, and reported them to the ERP system. The System had to function seamlessly as part of the pharmaceutical supply and its operational processes, including, for example: -Storage automation systems -Conveyor systems including pallet lift and box lifting systems -Control systems The System to be procured was to be installed at the Contracting Authority's facilities in Helsinki. AIM OF THE PROCUREMENT The aim of the procurement was to maximize the automation of storage and collection of packages, minimize picking errors, sort collections according to delivery routes to dispatch areas, and enable the automatic transfer of incoming goods as pallets from the terminal area of the service yard to the pharmaceutical warehouse. The pharmacy received deliveries of medicines from wholesalers in the form of several dozen pallets every weekday. Additionally, the aim was to transfer manufactured medicines from the cleanroom of pharmaceutical production to the pharmaceutical warehouse for storage at different temperatures. In this context, the warehouse automation referred to an automatic device used for the storage and distribution of medicines, capable of storing a large number of packages within the device relative to the floor space required by the device, and collecting product packages based on given requests. The Contracting Authority sought a solution where picking was swift and malfunction of a single device did not cause significant disruptions to the unit's operations. The system as a whole had to take into account logistical needs. INSTALLATION The Supplier is responsible for installing the System in the premises in cooperation with the contractor of the new building. When positioning the devices, the Supplier has to take into account the passageways in the warehouse and the structural columns of the building. Collaboration with the contractor during the construction phase is required, including planning the placement of the System and discussing inlets and other facilitative details with the contractor. SCHEDULE The Contract was signed in the first half of 2026. After the supplier selection, the Supplier, Contracting Authority and End User, and Constructor will prepare a project schedule that considers the installation schedules of the different parts of the procurement. The start of the installation work for the warehouse automation is to be agreed upon with the builder. Commissioning tests and qualifications will be carried out with the user after the building is handed over.Main features of the procedureThe procurement follows the Act on Public Procurement and Concession Contracts (1397/2016, Procurement Act). Value of the procurement exceeds the EU threshold value. The procurement procedure is a competitive negotiation procedure in accordance with the Section 36 of the Procurement Act. The subject of the procurement is socially significant, and carries a crucial role for the national societal supply security. Due to specific reasons related to the nature and complexity of this procurement, and the associated risks therein, the Contract for this procurement cannot be awarded without prior negotiations. Moreover, the needs of the contracting authority cannot be met without adapting existing solutions, and it includes design and innovative solution. Therefore, there is a legal basis for choosing the procedure of competitive negotiation. In the competitive negotiation procedure, the contracting authority publishes a notice of procurement, to which all interested suppliers can request to participate. The contracting authority negotiates with the candidates admitted to the procedure to explore and define the means by which its needs can be best met. The basis for overall economic advantage is the best price-quality ratio as referred to in Section 93. The stages of the procedure are as follows: 1. The contracting authority publishes an Invitation to Participate 2. Participants may submit questions related to the Invitation to Participate, which the contracting authority will respond to 3. Participants submit their applications ("Request to Participate") 4. The contracting authority invites up to three candidates for negotiations. Two negotiations will be held: - the first in 6-7/2025* - the second 9-11/2025* 5. The contracting authority selects the bidders and the final call for tenders will be published on late 2025*, with tenders requested to be submitted by 12/2025-1/2026.* 6. The contracting authority opens, reviews, and compares the bids 7. The contracting authority makes the procurement decision and notifies all bidders 8. The contracting authority concludes the procurement contract with the selected supplier. The contract will be signed in the first quarter of 2026.* 9. The construction will be completed in 2029*, at which point the equipment will be installed and operational. * = Preliminary information, subject to changes The tender documents are available in English language. Should the candidate wish to obtain the tender documents in another language, they shall themselves arrange for their translation and bear the costs thus incurred. Partial tenders, alternate tenders or parallel tenders shall not be accepted. Preliminary Evaluation Criteria for the Call for Tenders: - Price: 85-95 % - Quality: 5-15 %, with quality criteria including the technical characteristics of the equipment, such as capacity, reliability, and degree of automation, as well as usability and user-friendliness. The contracting authority may supplement and refine these evaluation criteria during the negotiations.