REQUEST FOR INFORMATION – Software solution for project and portfolio management for Aalto University

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Description

This is a request for information on a system for project and portfolio management in a university context. With this RFI Aalto University is seeking information on suppliers interested in delivering the services described. Aalto University is a foundation university as provided in the Universities Act (558/2009) and started operations at the beginning of 2010. Aalto has six schools and approximately 20 000 students, 4800 staff of which over 400 are professors. Development projects support the implementation of Aalto University’s strategy. They are based on the university’s annually updated strategic plans and executed by Aalto Gate Model principles. Development projects include, for example, process development, service development and information systems development projects. Research projects are out-of-scope of the current system and managed with separate processes and tools. Aalto University carries out on average 100 development projects per year. The process involves project managers, steering group members, project group members, and management and service personnel. With the forthcoming procurement and contract our goal is to establish a long-term partnership with a supplier who can cater to our evolving project and portfolio management needs in alignment with our strategy in an agile manner. REQUIREMENT FOR THE PROJECT AND PORTFOLIO MANAGEMENT SYSTEM Aalto University currently has an information system for project and portfolio management. System is used on a Software as a Service basis and maintained by a partner. Aalto University’s development projects are recorded in the system. For each project, the basic information, project lifecycle, selected internal compliance evaluations, schedule, gate approvals and status are documented in the system. The system’s reporting and analysis functions are in limited use. The main user group at the current state are project managers who update the status of their projects. Aalto University has renewed its project and portfolio management processes in recent years. Changes have been made to the project funding and prioritization model, project management guidelines and project steering processes. A project management office (PMO) will be established. More formal project resource management process is desired to be implemented. The current implementation of the system does not support the renewed processes. Please see attached Appendix 1 to provide a general description of the procurement and our aims towards the procured service. TERMS OF THIS RFI Contracting authority may use the information it receives during the RFI process for the planning and preparation of the actual invitation to tender. Note! This is NOT a prior information notice, a procurement notice, a contract notice nor an invitation to tender. This notification and/or answering to it do not create any obligations for the contracting authority or for those who choose to answer it. The contracting authority does not pay any compensation for taking answers to this RFI. The information provided by the contracting authority is preliminary at this point and it is subject to change. Taking or not taking part in the RFI does not change the standing or status of a supplier in the procurement process. INSTRUCTIONS ON HOW TO RESPOND TO THIS RFI With this RFI Aalto is requesting system suppliers to announce their interest in participating in a market dialogue. We request you to inform us about your interest to participate in this RFI by 17th June 2026 at 2 pm CET / 3 pm EEST via email sampsa.raty@aalto.fi. Mark "Request for information: Project and Portfolio Management System" as the subject of the message. Please send the following information in your response: • Appendix 1. General presentation of your company and the system you could provide • Appendix 2. Q&A template filled in with your responses - Supplier information - Answers to the “Questions from Aalto” - Comments on how you could provide solutions to our user stories - References - Investment planning - Questions from the Supplier, if you wish to pose any NOTE! In case your answers contain trade secrets or other classified information, please mark the sensitive information clearly into the materials provided. NEXT STEPS Upon receiving answers, Aalto University may contact the interested participants. Aalto University reserves the right to invite suppliers for further discussions regarding this RFI to obtain information to the necessary extent on market and suppliers providing relevant services, give out information regarding the needs of Aalto University and to clarify any issues related to the object of the procurement. Discussions may also be held with suppliers other than those who responded to the request for information. REQUEST FOR INFORMATION APPENDICES Appendix 1. Object of procurement Appendix 2. Q&A template

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