Volikiri

1

REQUEST TO SUBMIT A TENDER

Procurement „Technical Seminar on Environmental Data Management with a Focus on

Continuous Emission Monitoring Systems in Finland“

With this document, the Ministry of Climate invites you to submit an offer for a procurement.

1. GENERAL INFORMATION

1.1 Contracting authority

Ministry of Climate

Ministry of Economic Affairs and Communications

Suur-Ameerika 1, 10122 Tallinn, Estonia

1.2 Person responsible for

procurement procedure

Hanna Vahter, phone: +372 626 2981, e-mail:

[email protected]

1.3 Brief description and

objective of the procurement

object

The objective of the procurement is to organize a

technical seminar on environmental data management

and continuous emission monitoring systems (CEMS),

with a focus on Finnish practices and broader European

context. The seminar will cover current approaches to

data reporting, handling system malfunctions, and

implementing the EN 17255-4 standard. The aim of the

seminar is also to address the roles and responsibilities in

data quality assurance, as well as challenges in

measurement uncertainty and compliance assessment in

Finland.

1.4 Expected cost excluding VAT 27 900 EUR

1.5 Requirements for the Tenderer

The Tenderer must have prior experience with continuous

ambient air emission monitoring and have expertise in

how environmental data, including continuous

monitoring data, is managed in Finland. The Tenderer

must also have in-depth knowledge of the

implementation of standard EN 17255-5 in Finland and a

thorough understanding of the challenges related to

measurement uncertainty in the Finnish context.

1.6 CPV code 80531200

1.7 Personal data processing

Personal data processing must comply with the Personal

Data Protection Act and the General Data Protection

Regulation (EU 2016/679).

1.8 Application of strategic

principles in public procurement

1. Environmentally friendly procurement: yes

2. Socially responsible procurement: yes

3. Procurement supporting innovation: yes

4. Security risk reduction: yes

2. OBJECTIVE AND SCOPE OF THE PROCUREMENT (TECHNICAL

DESCRIPTION/KEY CONDITIONS)

2.1 Purpose and scope of the

procurement

The purpose and scope of the procurement are outlined in

Annex of the price inquiry.

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2.2 Deadline and/or schedule The contract period is 09.–10.09.2025.

2.3 Contract terms The Tenderer will submit the draft of the contract terms.

2.4 Equivalence Any reference made by the Contracting authority to any

standard, technical certification, technical control

system, etc., as a criterion for conformity in the technical

description of the offer should be read as "or equivalent."

Any reference in the tender submitting request and in its

annex to the source of supply, process, brand, patent,

type, origin, or method of manufacture should be

interpreted as "or equivalent “.

2.5 Use of environmentally

friendly solutions

The Tenderer must prioritize environmentally friendly

solutions in performing the contract, for example:

1. avoiding unnecessary printing of documents and

preferring digital materials whenever possible;

2. ensuring that digital materials provided by the

Tenderer are saved and transmitted in an optimal file

size to minimize digital pollution;

3. deleting excess digital materials after contract

fulfilment, such as draft files and non-essential work

documents, as storing files unnecessarily in IT

servers is environmentally harmful and increases

digital pollution.

2.6 Ensuring equal treatment and

non-discrimination

By submitting an offer, the Tenderer confirms adherence

to Article 7 of European Parliament and Council

Regulation (EU) No 1303/2013, which supports gender

equality and prohibits discrimination based on gender,

race or ethnicity, religion or belief, disability, age, or

sexual orientation, and considers access for persons with

disabilities. The Tenderer also adheres to the principles of

Estonia’s long-term development strategy "Estonia

2035," which ensures equal opportunities for self-

realization and participation in social life, regardless of

individual characteristics and needs, social group

affiliation, socioeconomic capacity, and residence.

3. SUBMISSION AND PROCESSING OF THE TENDER

3.1 Clarifications Interested parties have the right to ask for clarifications

regarding the tender submitting request and its annex by

sending questions to:

[email protected]. The Contracting

authority responds within three business days. The

Contracting authority distributes the questions and

answers simultaneously to all who were invited to submit

tenders.

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3.2 Tender formatting and

submission

1.The tender must include:

1.1. description of the service based on conditions in the

technical description specified in Annex 1 of the tender

submitting request.

1.2 the cost including and excluding VAT.

2. The Tenderer bears all costs associated with preparing

and submitting the tender and assumes the risk for timely

submission.

3. The submitted tender must remain valid for at least 60

days from the tender submission deadline.

4. The tender must be submitted via email to

[email protected] no later than xx.05.2025

at 10.00 GMT.

5. The tender is confidential until the procurement

contract is signed.

6. The Tenderer specifies in the tender which information

is a trade secret and provides justification for the

designation.

7. Tenderer may not designate the total or partial cost of

the tender as a trade secret.

8. Contracting authority will not disclose the trade secret-

protected content of the tenders.

9. Contracting authority is not responsible for disclosing

trade secrets unless designated as such by the Tenderer.

3.3 Checking tender conformity 1. The Contracting authority opens all tenders submitted

by the deadline and verifies their compliance with the

requirements of the tender submitting request and its

annex.

2. If the Tenderer or the tender does not meet the

conditions outlined in the tender submitting request and,

in its annex, the Contracting authority will reject the

tender.

3.4 Negotiations with the

Tenderer

1. The Contracting authority may negotiate with all

Tenderers whose tenders meet the requirements

regarding the content, schedule, and cost of the tender.

2. Requirements set in the tender submitting request and

in its annex for the Tenderer and the tender and evaluation

criteria are not subject to negotiation.

3. During negotiations, the Contracting authority ensures

equal treatment of all Tenderers and does not disclose

information obtained in negotiations in a way that could

give one Tenderer an advantage.

4. Confidential information from a Tenderer is not shared

with other participants without consent.

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5. Negotiations can be held electronically or in meeting

form, as agreed between the Contracting authority and

Tenderers.

6. Oral negotiations are recorded.

7. After negotiations, the Contracting authority may

invite Tenderers to submit final, adjusted tenders.

3.5 Evaluation of tenders 1. The Contracting authority evaluates all tenders deemed

compliant. The Contracting authority may compare

tenders if necessary.

2. The successful tender is the one that is most

economically advantageous, i.e., with the lowest total

cost.

3.6 Informing the Tenderer of

decisions and contract signing

1. The Contracting authority notifies all Tenderers about

the contract signing no later than three business days after

signing.

2. The Contracting authority signs the contract with the

Tenderer whose tender is deemed successful.

(signed digitally)

Birgit Parmas

Head of Environmental Management and Radiation Department

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Annex

Technical description of the object of procurement

The procurement object is the organization and delivery of a technical seminar related to air

emissions monitoring and regulatory compliance. The seminar shall meet the following

requirements:

1. Seminar organization

1.1. The Tenderer is responsible for organizing a technical seminar on environmental data

management with a focus on continuous emission monitoring systems in Finland.

1.2. Seminar will be held on 09.09.2025.

1.3. The seminar venue will be arranged and provided by the Contracting authority – The

Joint Building of the Ministries, Suur-Ameerika 1, Tallinn.

1.4. Seminar language: English.

1.5. Estimated number of participants: 50–70 people.

1.6. Target group: national regulators, ministry representatives, companies, and stack

testing teams.

1.7. Seminar program must include sufficient time for interactive discussions.

2. Seminar topics and description

2.1. The Tenderer is expected to cover the following topics during the seminar:

2.2. Highlight Finnish approaches and the broader European context on environmental data

management, with a specific focus on continuous emission monitoring systems

(CEMS) and current reporting practices.

2.3. Practices related to the malfunction of CEMS, operational periods outside normal

conditions (OTNOC), and related guidance from European countries.

2.4. Describe the main principles of standard series EN 17255 (stationary source emissions,

data acquisition and handling systems).

2.5. Describe the Finnish guidance and good practices for the implementation of

EN 17255-4

2.6. Give an overview of the roles and responsibilities of different parties involved (e.g.,

plant operators, stack testing teams, Data Acquisition and Handling Systems

manufacturers).

2.7. Presentation and discussion on the challenges in measurement uncertainty (MU)

calculations:

2.7.1. description of different procedures for taking measurement uncertainties into

account in compliance assessments.

2.8. Presentation and discussion on Finnish procedures how MUs and compliance

assessment is performed at Large Combustion Plants and at Waste-to-Energy Plants.

2.9. Discussion on the European Commission’s planned implementing act (Article 15a)

related to compliance methods under emission limit values.

3. Additional requirements:

3.1. Seminar program must be designed to encourage active information exchange and

participation.

3.2. Materials and presentations shall be provided to participants in one week after the

seminar.

Suur-Ameerika 1 / 10122 Tallinn / 625 6342 / [email protected] / www.mkm.ee Registrikood 70003158

Kliimaministeerium

[email protected]

Meie 08.05.2025 nr 1-19/1857-1

Volikiri ühishanke "Technical Seminar on

Environmental Data Management with a Focus

on Continuous Emission Monitoring Systems in

Finland" korraldamiseks

Riigihangete seaduse § 43 lõigete 1 ja 2 ning majandus- ja infotehnoloogiaministri 21.06.2024

käskkirjaga nr 50 kinnitatud „Majandus- ja Kommunikatsiooniministeeriumi hankekorra“ § 6

lg 2 alusel volitan Kliimaministeeriumi (registrikood 70001231):

1. Korraldama ühishanke „Technical Seminar on Environmental Data Management with a

Focus on Continuous Emission Monitoring Systems in Finland“ (edaspidi ühishange)

kooskõlas ühishanke alusdokumendi lähteülesandega (lisatud) ning täitma nimetatud

ühishanke korraldamiseks riigihangete seadusest tulenevaid kohustusi kuni lepingu

täitmiseni. Hankelepingu allkirjastavad mõlemad ühishankijad.

2. Kliimaministeerium (KLIM) kooskõlastab ühishankega seotud olulised hankelepingu

eseme muudatused punktis 4 nimetatud Majandus- ja Kommunikatsiooniministeeriumi

(edaspidi MKM) volitatud esindajaga;

3. MKM tasub töövõtjale esitatud arve alusel kuni 30 000 eurot käibemaksuta.

4. Volituse andja esindajaks on MKM-i digimajanduse osakonna reaalajamajanduse

valdkonnajuht Viktoria Bõstrjak - Butorina, e-post: [email protected],

telefon: 5341 7002.

5. Volikiri on antud edasivolitamise õiguseta ja kehtib kuni lepingu täitmise lõpuni.

Lugupidamisega

(allkirjastatud digitaalselt)

Sirli Heinsoo

juhataja