“The contact person may change and

companies should be prepared to deal with

multiple people.”

“We cannot accept gi�s or

free meals.”

1. Does the service involve the processing of personal data?

Infographic of the City of Helsinki’s procurement process for EdTech companies

Do you have a cu�ing-edge solution that you would like to introduce to the City of Helsinki’s learning environments? Great, we’d love to hear more about you! This is how the process goes:

101. Think about whether your service meets the needs of learners.

The added value that the solution provides to the City and end-users serves as the basis for all procurement. Tell us how your service contributes to the City Strategy and what kind of bene�ts it provides to end-users.

THE CITY STRATEGY

The development of the City’s learning environments and related procurements are steered by the City’s pedagogic policies and ICT development roadmap.

USERS

The Education Division’s procurements and experiments are based on the bene�ts provided to the user. Co-creation provides companies with valuable user feedback and a pedagogic perspective for further development.

EXPERIMENTATION OPPORTUNITIES

Small-scale experiments and co-creation are usually faster to organise than actual procurement. Experimentation opportunities can usually be found in various projects and via the City’s Economic Development division. There are also experimentation opportunities available for services that are still under development.

The Economic Development Division’s experimentation opportunities

WHERE CAN I FIND MORE INFORMATION?

Helsinki City Strategy

The Education Division’s strategic objectives

The Education Division’s development projects

The Education Division’s digital vision

Events, e.g. Educa

DATA SECURITY CHECKLIST

02. What should I know about working with the City of Helsinki Education Division?Public administration is steered by procurement legislation, one of the primary objectives of which is the e�ective and transparent use of public funds. Familiarising yourself with procurement legislation can make the process smoother for you. If you need business consulting services, there are several parties you can turn to, such as xEdu and NewCo.

03. What should be taken into account regarding products and services? Learning environments and the City of Helsinki set certain boundary conditions for services entering production. Please make sure that your service meets the minimum requirements.

04. Contact us

Tell us in the description what kind of bene�ts your solution provides to the City. You can speed up the process by considering the advice given in the instructions.

It is important to �nd the right contact person. They could be a specialist from the City’s Economic Development Division (e.g. product development pilots), an ICT Development Services specialist (e.g. new technologies, presentations technology, hardware, learning analytics, learning environments) or a specialist in pedagogic development services.

You can �nd contact information in the City’s phone book, for example: numerot.hel.�

CONTRACT TEMPLATES

There are a number of contract templates available depending on the type of cooperation (such as experiment contract templates). The City also has several framework agreement partners through which it procures the likes of hardware in particular.

PRICING

As regards pricing, you should make sure that the service is scalable to the entire Division. The City appreciates sustainable solutions in which the introduction of new features to the service and administration are included in the monthly fee (if applicable).

TENDERING

In tendering, all questions and answers are open. Questions are answered in a way that allows all the parties participat-ing in the tendering to see the answers.

PROCUREMENT DECISION

Procurement decisions are made by the Division’s procurement group, and sometimes the process can take a long time. Major procurements are processed by commi�ees. Schools cannot purchase EdTech products directly, so please do not market directly to schools.

ASSESSMENT

Feedback is collected from the company, learners and teachers during use and experiments.

Indicators

MY DATA

Learners must retain ownership of their data and be able to take a copy of it with them upon the end of their studies.

ICT AND DATA SECURITY

The service must be integrable with the City’s existing technological environment and take into account the requirements set by it. The City’s favours well-described open APIs and open source.

Töysänkatu 2 D (PL 51300)00099 Helsingin kaupunki

City of HelsinkiEducation division

THE DIVISION

The City of Helsinki Education Division is large, comprising 13,000 professionals, 700 locations and 190,000 learners. Companies must be able to scale their service or product so that it can serve large numbers of users.

Introducing the Education Division

DATA PROTECTION

The City is careful about data protection. Companies must meet and accept the City’s data protection and data security terms. This requirement applies to experiments as well. The potential risks associated with the processing of personal data must be assessed.

Data protection and con�dentiality appendicesThe City of Helsinki’s general data security instructionsData protection impact assessment tool

COMMISSIONING

The price of the service must include deployment and training, user and pedagogic support and potential alterations. Commissioning is always followed by the collaborative follow-up development of the service. The service must also have a support website available in Finnish, Swedish and English. As regards hardware procurements, the City needs precise serial number information with security markings for its device register.

LAWS AND REGULATIONS

Di�erent age groups are subject to di�erent laws and curricula, such as the Act on Early Childhood Education and Care and the Basic Education Act.

“Companies should be prepared for the fact that

the process may take several months.”

“A free-of-charge trial speeds up cooperation

and the launch of experiments.”

Yes

Does the data remain within the EU or EEA area? Or is the data

subject to the Privacy Shield arrangement?

Yes

Does the data remain within the EU or EEA area? Or is the data

subject to the Privacy Shield arrangement?

No

Please proceed to step 3.

Ei

Great, you can move forward in the

procurement process.

2. Does the user own the data?

3. Does the service contain advertising?

Ei

The service is not suitable for a City

environment in this state.

Yes

The service is not suitable for a City

environment in this state.

“There are several people involved in decision-making.”

“All procurements over EUR 60,000 are put out to tender. The sum is calculated over a

period of four years.”

“The City does not procure licences on credit.”

“A EUR 100 user-speci�c licence is too expensive on this

scale.”

“The City’s invoicing period is 30 days.”

Congratulations, you’ve reached

the goal!

OK!