Facility management at the establishments of the Danish Defence in Western Denmark, primarily in Jutland and Funen

Mængde eller omfang

The built-up part of the areas constitutes some 1.12 million square metres. The ages of the buildings vary. Moreover, there are other small buildings equalling some 17,000 square metres.Service area A is anticipated to comprise, inter alia, current cleaning of building floorage of some 500,000 square metres and includes, inter alia, offices, classrooms, conference rooms, lavatories, hotel rooms and sick quarters. Furthermore, several times a year, there is final cleaning of the conscripts' barrack rooms. The service area also covers inside and outside window cleaning in the buildings. Finally, the service area is anticipated to include linen service, handling of mats as well as plants inside the buildings.There is a total of 13 sick quarters at respectively Ryes Kaserne, Haderslev Kaserne, Flådestation Frederikshavn, Flyvestation Aalborg, Holstebro Kaserne, Flyvestation Karup, Oksbøllejren, Skive Kaserne, Flyvestation Skrydstrup, Sønderborg Kaserne, Varde Kaserne and two at Aalborg Kaserne (Nr. Uttrup Kaserne and Hvorup Kaserne).Service area B is anticipated to comprise the operation of an expected amount of 27 canteens of varying sizes, 21 of which have full production and six have limited production. Besides, from some of the production kitchens, food is delivered to six serving kitchens of varying sizes.There are at present a few other points of sale, primarily messes, distributed throughout Western Denmark. These are run by, inter alia, staff associations (i.e. not the Contracting Authority). If, during the term of the contract, the operation of one or more of such points of sale is transferred to the Contracting Authority, the provider is expected to be given the opportunity to tender for this under a contract.There are some 14,000 employees and some 1,300 conscripts with fixed work place in Jutland. There are some 9,000 employees and some 1,000 conscripts with fixed work place in Sealand and Bornholm. It should be noted, however, that the Danish Defence is a dynamic business with considerable travel activity. In addition to domestic and international operations, there is heavy meeting activity all over the country. The aggregate customer basis in Western Denmark of some 15,300 persons (maximum load) thus depends on the number of conscripts and other groups - if any - present at the establishments. The primary task is to provide breakfast, lunch and dinner in the canteens to the permanent staff, conscripts and external visitors but there will also be a number of receptions, lunch meetings, coffee meetings and other special events, such as open house events and a large number of residential courses; the Danish Defence lets out rooms of hotel-like standard at 17 establishments in Western Denmark.There are currently conscripts at Ryes Kaserne, Flådestation Frederikshavn, Søværnets Sergent- og Grundskole, Holstebro Kaserne, Flyvestation Karup, Skive Kaserne, Sønderborg Kaserne, Varde Kaserne and Aalborg Kaserne (Nr. Uttrup Kaserne and Hvorup Kaserne). So far, the conscription groups have been in the order of approximately 100 – 650 persons and, previously, new groups started 2 - 3 times a year. The conscription issue is at present the subject of political debate. The above points of reference may therefore change.Service area C is, inter alia, anticipated to include intensive maintenance of green areas, including lawn mowing, maintenance of flower beds and pruning as well as snow clearing and de-icing, etc. on an aggregate area of some 30 million square metres. Of this, some 9.5 million square metres consist of airfields, which are areas surrounding landing strips where, primarily, the grass must be mowed respecting the special nature of the area. The service area may also include nature and terrain maintenance covering an area of some 20,000 hectares. 18,000 hectares are included under Natura 2000. Among other things, nature and terrain at the moment cover trimming of belt tracks and gravel roads with appurtenant underpasses. Nature and terrain maintenance is carried out in some 40 areas consisting of a number of different types of land, inter alia heath, plain, common and sand dunes.Service area D is anticipated to include, inter alia, waste management, including, for instance mud pumping and handling of waste on shooting ranges and on the grounds. Furthermore, maintenance of buildings and plants without authorisation requirement (preventive and remedying simple building maintenance), other janitorial tasks as well as prevention against and control of various kinds of pests. Moreover, there will be a large number of miscellaneous tasks which will be described in more detail in the tender documents. Simple building maintenance including janitorial functions is carried out at numerous establishments. In addition, the service area is expected to include tasks related to operation of shooting ranges and field firing ranges in the grounds, which covers activities necessary to maintain the functionality and use of the shooting ranges, including maintenance of shooting ranges in proper state in terms of safety. In a few shooting ranges, safety in connection with shooting includes at the moment fire service, on-call service during shooting as well as handing out and collection of equipment. Furthermore, the service area is expected to include other operating tasks, which can be related to operation of tank and depot areas, wash areas, garrison shooting simulators and wastewater treatment plants. The service area also includes operating tasks, where the tasks are performed upon request from a military unit. There are some 60 independent shooting ranges close to the garrisons and 12 target ranges and field firing ranges.— --//---.Relative to the break-down of services, the number of Danish Defence staff employed at present with cleaning is some 255, some 265 persons are today employed with canteen operation, and some 110 persons are employed with area maintenance, nature and terrain maintenance and winter services, some 135 persons are employed with waste management, simple building maintenance, pest control, operation of shooting ranges and field firing ranges and other operating tasks. Moreover, some 35 employees handle managerial tasks across the service areas. Transfer of trainees employed in the service areas affected is also expected. There are at present some 25 trainees in Western Denmark. It should be noted that limited parts of the operation of the establishments, especially cleaning, is already outsourced at present.The information contained in this section is to provide the applicants with an impression of the nature and extent of the tender. It should be noted, however, that the data provided are preliminary estimations that are purely intended as a guideline. The data will be updated in the tender documents and may deviate both upwards and downwards. There may thus be changes in the scope of the contract and the exact delimitation of the services included.

Yderligere oplysninger

a. Since the tender includes the Danish Defence's establishments in Western Denmark, the tender will in fact also include the following NUTS codes:

DK03 Southern Denmark.

DK031 Funen.

DK041 Western Jutland.

DK042 Eastern Jutland.

DK05 Northern Jutland.

b. On www.forsvaret.dk under the heading "Udbud" is a Danish translation of this contract notice.

c. Application to become prequalified may be submitted only electronically via a special website which contains the prequalification documents as well as the necessary facilities for electronic submission of the application to participate (https://www.ethics.dk/asp5/qualify/fko_1802_20121114.nsf). A link to this special website is also found on www.forsvaret.dk under the menu "Udbud". On the special website for prequalification, applicants may enter their names via the menu "Tilmelding". Following the Danish Defence's acceptance of the entry, the applicant will receive an e-mail with username as well as information on access to the special website.

Applicants must complete the special information forms in Pdf-format (Portable Document Format) which contain specific and detailed templates of the required information as well as information on the documentation requirements.

In order to complete, save and sign documents in Pdf-format, applicants' computers must have Adobe Reader (9.0 or a later version) installed. Alternatively, Adobe Acrobat (6.0 or a later version) may be used.

Besides the special information forms, prequalification guidelines, draft statement of support, list of establishments as well as list of the locations of the canteens may be found on the special website.

The prequalification guidelines will give the form requirements, including a list of documents to be completed and enclosed, which must be complied with when applying for prequalification.

As regards the deadline given in section IV.3.3) please note that this is the latest time at which to apply for access to the prequalification documents and, moreover, it is the same deadline as the deadline for application to participate, cf. section IV.3.4).

In relation to section IV.1.2) please note that all applicants may submit one application for prequalification.

If the same legal entity is part of or otherwise participates in several applications, e.g. submits its own application, but at the same time participates in a consortium which applies, the applicants must make sure that the participation of the same legal entity does not provide a possibility of mutually affecting the contents of the tenders of the various tenderers. The Contracting Authority reserves the right to request applicants to substantiate that the participation of the same legal entity will not provide a possibility of mutually affecting the contents of the tenders of the various tenderers, including that a practise is not pursued which can threaten the transparency and distort competition between the tenderers.

d. The contract is expected to be awarded and signed in the latter half of 2013. The Contracting Authority expects that operations will begin in early 2014 in which respect it should be noted that, to a limited extent, there may be staggered start of operation (as well as staggered end of operation). From signing of contract until initiation of operations, the provider will have a period of preparation. A more detailed description of this issue will be given in the tender documents.

The terms of the contract of 48 months, cf. section II.3), is the primary period of operation. In addition, there is an option for contract extension by up to (a further) 24 months.

e. On 5 December 2012, a briefing session for potential prequalification applicants will be held. More information on the meeting will be provided on www.forsvaret.dk. Moreover, the website of the Danish Defence will contain material published in connection with and a summary of the technical dialogue that took place in June 2012 with six market players. The dialogues took place with a view to enabling the Contracting Authority to form an impression of the market prior to this tender.

The Contracting Authority has previously issued two prior information notices (2012/S 91-150677 of 9 May 2012 and 2012/S 201-330696 of 14 October 2012) which are also available on the website.

The establishments will be opened for inspection. Inspection is anticipated to take place during the period early March to late April, subject to changes.

The tender process is carried out subject to the reservation that the necessary authority for funding be obtained. The Contracting Authority reserves the right at any time to cancel the tender process in consideration of applicable law.

f. The Danish Defence assumes a possible extraordinary risk related to pension claims that may be raised in connection with a possible transfer of employees covered by the provisions of the Danish civil workers act (consolidated act No. 254 of 19 March 2004) with respect to the tender of the operating area of the establishments of the Danish Defence.

The Danish Defence is familiar with a judgment delivered recently by the Danish Supreme Court regarding secondment of civil servants and in this connection the Danish Defence is investigating the options in this area. The Contracting Authority reserves the right to second civil servants.

g. The Defence Command Denmark is considering sending selected parts of the tender documentation out for consultation. If the Danish Defence decides to do so prior to prequalification, this will take place on www.forsvaret.dk under "Udbud". If consultation is effected after prequalification, the prequalified undertakings will be notified directly. When organising and implementing a possible consultation, the principles of equal treatment and transparency, among other things, will be observed.

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Payment in arrears is anticipated to be included in the terms of payment. Payment is divided into payment of fixed services and payment of services ordered. This will be stated in the tender documents as the Contracting Authority reserves the right to change this.