IÖB-Servicestelle
IÖB-Servicestelle
Erfolgsgeschichten
The objective was to acquire a robotics solution that enables the library’s internal logistics to be automated as far as possible. The aim of this innovative solution was to liberate personnel resources to improve customer service and content production tasks. Additionally, automating the heavy work stages improve the employees’ well-being at work and ergonomics.
General information:
- Year of implementation: 2017
- Volume of public procurement / procurement type: EUR 366.800,00 / Innovation partnership
- Procuring organization: City of Helsinki
Initial situation
The objective was to acquire a robotics solution that enables the library’s internal logistics to be automated as far as possible. The aim of this innovative solution was to liberate personnel resources to improve customer service and content production tasks. Additionally, automating the heavy work stages improve the employees’ well-being at work and ergonomics.
Innovative aspects
There were no ready-made solutions on the market to meet the library’s requirements. The innovation partnership procedure enabled a joint development between the clients’ expectations and its suppliers. The selected mode of procurement made it possible to support and influence the companies’ development. Additionally, it encourages the companies to invest in the development work.
Procurement procedure
The following people were involved: Culture and leisure time experts of the City of Helsinki, a legal counsel and a head of procurement from Helsinki’s group administration.
Procurement preparations / Identifying requirements: A market dialogue was conducted in order to evaluate the willingness of the supplier to develop a new automated system and to map potential ideas.
Invitation to tender for innovation partners / Negotiation procedure: The procurement announcement was published in May 2017. Seven preliminary tenders were received by the deadline. Three operators were selected. One round of negotiations was held with the three selected operators. The purpose was to find an automation system that takes logistics work to a more advanced level and that allows employees to concentrate on the customer service work. All three operators submitted a tender for the final invitation for tenders. The procurement decision was made on 19 September 2017.
Potential challenges: Both clients and suppliers have to invest resources in the procurement preperation and dialogue. Unexpected delays need to be considered during the planning phase of the development.
Results and Benefits
The automation process reduces the heavy liftings done by employees, this is now done by robotic arms. The saved human resources can now be used to customer service and content production. The solution enables better-functioning and more extensive library services. The deployment of robotics in a public space enables library users to explore a new technology. The development work has shown that autonomous mobile robots as well as the technologies used can be safely and satisfactory operated in the customer premises. Mobile robots have proven that they can manage well even when the customer premises are busy.
Contact person
Romeo Pulli, ICT specialist at City of Helsinki
Oodi Library, Helsinki