Public procurement notice: Prior Information Notice Without Call For Competition
Published: 2023-06-26
Buyer: Prime Minister's Office
Country: FI
Contract type: Services
CPV classification: 72263000: Software implementation services
Estimated value: 60000 EUR

Technical requirements: The purpose of this request for information is to clarify questions and price estimates related to the integration of the translation order and management system Virkku (based on the ServiceNow) used by the Government and the RWS GroupShare translation server used by the Prime Minister’s Office. The purpose of the request for information is to obtain comprehensive information on the implementation of integration, so that any tender can be carried out as appropriately as possible. This document is not a contract notice or invitation to tender, but a more specific market prospection, i.e. a request for information. The contracting entity does not commit to implementing the procurement of integration.
Procurement is carried out by the Prime Minister’s Office, which is responsible for the joint administrative and service tasks of the Government and its ministries. The Prime Minister’s Office is responsible for the translation and language services of all ministries, both in the national languages and in other languages. Around 70 translators/terminologists work in the Translation and Language Division of the Prime Minister’s Office. The Translation and Language Division is also responsible for outsourcing translations. The Division handles approximately 16000 translatrion orders per year.
The Translation and Language Division of the Prime Minister's Office uses the ServiceNow-based system called "Virkku", which is a cloud service, for the management of translation orders. This system allows customers to place translation orders and upload files for translation. The management of translation orders takes place in the same ServiceNow (Virkku) system.
The Translation and Language Division uses RWS Trados translation memory software and RWS GroupShare translation memory server.
The object of the request for information is an integration service between the ServiceNow-based translation order and management system (Virkku) and the RWS GroupShare translation memory server, which would automate the processing and analysis of documents submitted for translation and the exchange of information and files between Virkku and the GroupShare translation memory server.
• When the customer places a translation order in Virkku and uploads the documents to Virkku, Virkku sends the documents to the integration service, which takes the documents to GroupShare-server, where integration automatically creates GroupShare translation project.
• The integration is able to select the correct translation memories from the translation memory server for the GroupShare project based on the information available from the Virkku system:
• In the GroupShare project, integration automatically analyses the files and makes a pre-translation.
• The integration returns data to Virkku on the length of files (character/word count) and the hit percentage from the relevant translation memories.
• During the translation process, the integration updates the GroupShare project data and files as necessary:
o if the customer adds new translation files and new background materials to Virkku, the integration adds files to the relevant GroupShare project
o the integration changes the person in charge of the project if the person in charge of the project is changed in the Virkku system.
• When the translation order is closed in Virkku, the integration checks and, if necessary, switches the corresponding GroupShare project to Completed.
• If the completed translation order is reopened in the Virkku system, the integration will also transfer the corresponding project to the active mode on the GroupShare server.
The integration service will be procured as a service installed in the Government’s internal network on its own server.


Award value: 60000