eCase Implementation — EUACI

The Ministry of Foreign Affairs, Danish Embassy in Kiev

The EU Anti-Corruption Initiative (EUACI) is the largest EU supported programme in the area of anti-corruption in Ukraine. The overall objective of the EUACI is to improve implementation of anti-corruption policy in Ukraine, thereby ultimately contributing to a reduction in corruption. Consequently, the Danish Ministry of Foreign Affairs, Danish Embassy in Kiev (MFA) wishes to procure a complete eCase Management System (eCase MS), including hardware, integration, migration, maintenance, support and development related to the eCase MS. This procurement is a joint project aiming to design, develop and supply an eCase MS for the National Anti-Corruption Bureau of Ukraine (NABU) and the Specialised Anti-Corruption Prosecutor’s office (SAPO). The eCase MS is supposed to provide extensive functionality for automation of the pre-trial investigation workflow. The stakeholders are NABU (beneficiary), SAPO, HACC (High Anti-Corruption Court), lawyers, other persons, involved in pre-trial case.

Deadline

Fristen for modtagelse af bud var på 2019-05-31. Indkøbet blev offentliggjort på 2019-03-25.

Leverandører

Følgende leverandører er nævnt i tildelingsbeslutninger eller andre indkøbsdokumenter:

• Synergy International Systems

Hvem?

• The Ministry of Foreign Affairs, Danish Embassy in Kiev

Hvad?

Hvor?

• Danmark › Extra-Regio NUTS 1

Indkøbshistorik

Dato	Dokument
2019-03-25	Udbudsbekendtgørelse
2019-05-24	Supplerende oplysninger
2019-07-15	Bekendtgørelse om indgåede kontrakter
2019-08-29	Bekendtgørelse om indgåede kontrakter
2021-11-18	Bekendtgørelse med henblik på frivillig forudgående gennemsigtighed
2022-02-02	Bekendtgørelse om indgåede kontrakter

Udbudsbekendtgørelse (2019-03-25)
Objekt
Omfanget af udbuddet
Titel: Programpakke til dokumentforvaltning
Referencenummer: 2016-14893
Kort beskrivelse:

Bekendtgørelsens metadata
Originalsprog: engelsk 🗣️
Dokumenttype: Udbudsbekendtgørelse
Kontraktens art: Tjenesteydelser
Forordning: Den Europæiske Union, med deltagelse af GPA-lande
Fælles glossar for offentlige kontrakter (CPV)
Kode: Programpakke til dokumentforvaltning 📦
Yderligere CPV-kode: Systemanalyse og programmering 📦
Sted for udførelsen
NUTS-region: Extra-Regio NUTS 1 🏙️

Procedure
Procedureform: Offentligt udbud
Bud-type: Indsendelse gældende for alle delaftaler
Kriterier for tildeling
Det økonomisk mest fordelagtige bud

Ordregivende myndighed
Identitet
Land: Danmark 🇩🇰
Type af ordregivende myndighed: Ministerium eller anden myndighed på nationalt plan eller forbundsplan
Navn på ordregivende myndighed: The Ministry of Foreign Affairs, Danish Embassy in Kiev
Postadresse: Asiatisk plads 2
Postnummer: 1448
Postby: København
Kontakt
Internetadresse: https://www.ethics.dk/ethics/eo#/2d7f858f-33a3-48c4-9ee8-a6cd3201a222/homepage 🌏
E-mail: franje@um.dk 📧
URL til dokumenter: https://www.ethics.dk/ethics/eo#/2d7f858f-33a3-48c4-9ee8-a6cd3201a222/publicMaterial 🌏
URL til deltagelse: https://www.ethics.dk/ethics/eo#/2d7f858f-33a3-48c4-9ee8-a6cd3201a222/homepage 🌏

Reference
Datoer
Afsendelsesdato: 2019-03-25 📅
Tilbudsfrist: 2019-05-31 📅
Offentliggørelsesdato: 2019-03-29 📅
Startdato: 2019-07-29 📅
Slutdato: 2025-04-30 📅
Identifikatorer
Bekendtgørelsesnummer: 2019/S 063-146918
EUT-S-nummer: 63
Yderligere oplysninger

The maximum budget is 10 440 000 DKK without VAT regarding payment for the eCase MS (delivery payment). The maximum budget does not include maintenance and support or additional consultancy services based on hourly rates after the warranty period. Tenders will be rejected if they exceed the Contracting Authority's maximum budget.

Objekt
Omfanget af udbuddet
Anslået samlet værdi: 20 150 000 DKK 💰
Kort beskrivelse:

The eCase MS shall allow dealing with at least 1 500 unique cases per year with at least 280 NABU users, 80 SAPO users, varying number lawyers, experts and involved persons, generating more than 100 000 unique events per year to use the eCase MS.

The eCase MS has to cover the following functionalities (non-exhaustive list):

1) Deliver communications between the detectives, prosecutors and the court in an electronic form;

2) Allow replacing where it is applicable all paper-based documents in the case with electronically signed documents;

3) Create/register new or merge/split/transfer existing criminal cases;

4) Assign detectives and prosecutors to the criminal cases, set up investigation and prosecution groups;

5) Document procedural actions, as well as create, review and approve respective procedural documents (protocols, complaints, etc.);

6) Upload, download and view all the annexes to the procedural documents including scan-copies, photos, audio- and video-records;

7) Enter and modify/update information on the participants of the criminal cases;

8) Plan execution of procedural actions and track status of their delivery, assign and track deadlines to the actions;

9) Perform automated data exchange with external state registers and databases;

10) Segregate and control user access to the system to ensure rights to data according to roles, users, profiles and standards to access and restrictions to information security in terms of pre-trial investigations.

The eCase MS shall exchange automated messages with:

— workflow document systems of NABU (Ascot),

— workflow document system of prosecution (Megapolis),

— workflow document management system for court,

— court system for pretrial cases,

— court system for summoning of lawyers,

— pretrial (future) prosecutor’s system (replacement of RDR) for cases.

The eCase MS shall allow 20 % annual extension of cases within the next 5 years.

The tenderer shall be able to provide change management, such as system configuration, new functionalities and system development in accordance with the Beneficiary’s needs and change requests in order to develop the eCase MS.

The MFA shall be the exclusive owner of any and all intellectual property rights vested in any parts of the delivery developed specifically for the MFA, including any customised software to the designed eCase MS and the tenderer shall deliver the source code to the customised software included in the eCase MS to MFA as part of the delivery.

The tenderer shall be able to deliver maintenance and support for a 4-year period after the warranty period. MFA is not obligated to procure maintenance and support for the entire 4-year period and may by notice terminate maintenance and support subject to 6 months’ prior notice for expiry on the first day of a month, provided always that such expiry shall not take effect until 1 year from the acceptance date.

The MFA is entitled at any time to assign partially or completely its rights and obligations under the contract to another public institution, hereunder the beneficiary. The MFA is expected to assign all rights and obligations under the Contract to the beneficiary within 2 years after delivery but is not subject to any requirement in this respect.

Anslået værdi uden moms: 20 150 000 DKK 💰
Yderligere oplysninger:

Sted for udførelsen
Hovedsted eller sted for udførelsen: UKRAINE.

Juridiske, økonomiske, finansielle og tekniske oplysninger
Betingelser for deltagelse
Egnethed til at udøve det erhverv:

In Part III.A-C of the ESPD, economic operators must answer whether they are subject to exclusion grounds.

An economic operator is excluded from the procurement procedure if…

… the economic operator itself or any person who is a member of its administrative, management or supervisory body or has powers of representation, decision or control therein has been convicted by final judgement or fined within the last 4 years for any of the exclusion grounds relating to the criminal convictions listed in Section 135(1) of the Danish Public Procurement Act.

… it has unpaid overdue debt of 100 000 DKK or more to public authorities in relation to payment of taxes and payment of social security, cf. Section 135(3) of the Danish Public Procurement Act. An economic operator is, however, not excluded where the economic operator provides guarantee of payment of the part of the debt which constitutes 100 000 DKK or more, or where the economic operator has agreed on a repayment scheme with the collection authority and that scheme is observed, cf. Section 135(4).

… it is subject to any of the exclusion grounds listed in Sections 136(1)(1) and 136(1)(2) of the Danish Public Procurement Act.

… it within the last 2 years has been subject to any of the exclusion grounds listed in Sections 136(1)(3) and 137(1)(2-3) of the Danish Public Procurement Act.

The Contracting Authority can accept the following documentation in relation to the exclusion grounds in Sections 135(1), 135(3) and 137(1)(2) of the Danish Public Procurement Act (in order of priority):

1) Extracts from the relevant register or similar documents issued by a competent judicial or administrative authority or certificates issued by the competent authority in the country referred to as documentation that the tenderer is not subject to the grounds for exclusion stipulated in Sections 135(1), 135(3) and 137(1)(2);

2) A declaration on oath (only if such extracts, certificates or similar documents are not issued in the country where the economic operator is established, or where the documentation does not cover all the grounds for exclusion stipulated in Sections 135(1), 135(3) and 137(1)(2) entirely);

3) A solemn declaration made by the person concerned before a competent judicial or administrative authority, a notary or a competent professional or trade body, in the country of origin or in the country where the economic operator is established (only if there is no provision for declarations on oath in the country where the economic operator is established).

Thus, the Contracting Authority cannot accept e.g. a solemn declaration made before a notary if there can be issued a certificate by the competent authority in the country where the economic operator is established. Moreover, the Contracting Authority cannot accept self-declarations or similar declarations issued by the economic operator or the person concerned as documentation in relation to the exclusion grounds.

Economic operators can identify the relevant documentation using the online platform e-Certis: https://ec.europa.eu/growth/tools-databases/ecertis/

Economic operators are encouraged to submit all necessary documentation as early as possible.

Økonomisk og finansiel stilling:

In Part IV.B of the ESPD, the economic operator must fill in its average yearly turnover for the last 2 financial years available (where the economic operator can present annual reports).

If the economic operator consists of a group of economic operators (e.g. a consortia or joint venture) or if the economic operator relies on the capacity of other entities, each involved economic operator or entity must submit a completed ESPD.

When an economic operator is participating in the procurement procedure together with others (e.g. a consortia or joint venture) or if the economic operator relies on the economic and financial standing of other entities, the participating economic operators or the entities referred to are subject to joint and severable liability for the performance of the contract.

The Contracting Authority can accept annual reports or excerpts hereof or relevant statements from a bank or certified accountant as documentation in relation to the economic and financial standing.

When an economic operator is participating in the procurement procedure together with others or when an economic operator relies on the economic and financial standing of other entities, the economic operator must also provide statements of support or other documentation proving that the economic operator has access to the necessary economic and financial standing. The statements of support must establish a legal obligation for the party concerned and state that the involved economic operators or entities are subject to joint and severable liability for the performance of the contract.

Economic operators are encouraged to submit all necessary documentation as early as possible.

Mindstekrav til niveauet:

The economic operator is required to have an average yearly turnover of minimum 20 000 000 DKK for the last 2 financial years available.

When the economic operator is participating in the procurement procedure together with others (e.g. a consortia or joint venture) or if the economic operator relies on the capacity of other entities, it is required that the participating economic operators or the economic operator and the entities referred to altogether meet the selection criteria.

Teknisk og faglig kompetence:

In Part IV.C of the ESPD, the economic operator must fill in a list of maximum 5 contracts entered into, ongoing or finalized within the last 3 years stating a description of the contract (nature and quantity of services from the economic operator and how they compare to the description of this procurement), amount (contract fee received by the economic operator), start date, end date and recipient (name and contact information).

If an economic operator has listed more than 5 contracts, the Contracting Authority will only read and assess the 5 most recent contracts listed (based on start date).

If the tenderer is participating in the procurement procedure together with others or if the tenderer relies on the capacities of other entities in order to meet the selection criteria, the tenderer shall only submit 5 contracts altogether.

When an economic operator is participating in the procurement procedure together with others (e.g. a consortia or joint venture) or if the economic operator relies on the technical and professional abilities of other entities, the specific parts of the contract must be performed by the economic operators or entities with the required technical and professional abilities.

The Contracting Authority reserves the right to contact the recipients of services or require statements from the recipients, confirming that the economic operator has performed the listed contracts, as documentation in relation to the technical and professional ability.

When an economic operator is formed by a group of economic operators or relies on the technical and professional abilities of other entities, the economic operator must also provide statements of support or other documentation proving that the economic operator has access to the necessary technical and professional abilities. The statements of support must establish a legal obligation for the party concerned and state the parts of the contract to be performed by the party concerned.

Economic operators are encouraged to submit all necessary documentation as early as possible.

Mindstekrav til niveauet:

The economic operator is required to have performed (entered into, ongoing or finalized) minimum 3 contracts within the last 3 years covering the fields of similar IT systems as described in Section II.1.4) and II.2.4) of this notice. By similar IT systems, the supplier shall document experience in delivering customer specific licenses for a case-based management system, including hardware, migration, integration, maintenance, support and development with a combined total amount of 20 000 000 DKK. It is not required that each contract contain all elements above.

Kontraktens udførelse
Betingelser for opfyldelse af kontrakten:

When an economic operator is participating in the procurement procedure together with others, the economic operator must present a joint statement from all the participating economic operators which identifies the member of the group who can act as an agent on behalf of the group with mandate to establish a legal obligation on behalf of the group in relation to the Contracting Authority.

The winning tenderer is to perform the contract in compliance with the Danida Anti-Corruption Policy and the principles of the UN Global Compact.

Economic operators can find more information on: http://um.dk/en/danida-en/about-danida/Danida-transparency/anti-corruption/

https://www.unglobalcompact.org/what-is-gc/mission/principles

The contract is subject to a maximum advance payment of 30 % of the delivery payment, however, limited to the estimate of first quarter expenses and conditioned upon an advance payment guarantee from a recognised bank, that can be approved by the MFA.

Procedure
Retsgrundlag: 32014L0024
Tidspunkt for modtagelse af tilbud: 14:00
Sprog, på hvilke bud eller ansøgninger om deltagelse kan indgives: engelsk 🗣️
Tilbuddets gyldighedsperiode: 6 måneder
Dato for åbning af tilbud: 2019-05-31 📅
Tidspunkt for åbning af tilbud: 14:01

Ordregivende myndighed
Identitet
Nationalt registreringsnummer: 43271911
Kontakt
Enhed: Frank Rothaus Jensen
URL til dokumenter: https://www.ethics.dk/ethics/eo#/2d7f858f-33a3-48c4-9ee8-a6cd3201a222/publicMaterial 🌏

Reference
Yderligere oplysninger

The tender procedure is governed by Danish law and the rules applicable hereunder.

An English translation of the Danish Public Procurement Act is available on: https://www.kfst.dk/media/46419/the-public-procurement-act.pdf

Access to the procurement procedure requires online registration.

Guidance (in Danish and English) on the use of the tendering system can be found at: https://www.udbudssystemet.dk/public/instructions/ETHICS.EO.vejledning.pdf

Local time in Section IV) is according to Central European Time (CET) in Denmark.

Economic operators may only submit one tender.

Economic operators must submit a European Single Procurement Document (ESPD) as preliminary evidence that the economic operator is not subject to exclusion grounds and that the economic operator fulfils the minimum requirements for economic and financial standing and technical and professional ability.

When the economic operator is participating together with others or if the economic operator relies on the capacity of other entities, each participating economic operator must provide a separate ESPD.

Before the Contracting Authority decides to award the contract, the tenderer, which the Contracting Authority intends to award the contract to, must present documentation of the information provided in the ESPD.

This contract has not been divided into lots, cf. Section II.1.6), due to market and economic considerations.

Economic operators will not receive remuneration for their participation in the procedure.

The estimated value stated in Section II.1.5) is the estimated value for the entire contract period. However, the maximum budget is 10 440 000 DKK without VAT regarding payment for the eCase MS (delivery payment), as stated in Section II.2.14). Tenders will be rejected if they exceed the Contracting Authority's maximum budget.

Supplerende oplysninger
Gennemgå organ
Navn: Klagenævnet for Udbud
Postadresse: Toldboden 2
Postby: Viborg
Postnummer: 8800
Land: Danmark 🇩🇰
Telefon: +45 72405600 📞
E-mail: nh@naevneneshus.dk 📧
Internetadresse: https://naevneneshus.dk/start-din-klage/klagenaevnet-for-udbud/ 🌏
Oplysninger om frister for klageprocedurer:

Actions regarding the procedure (e.g. decisions regarding award of contract) must be submitted within:

— 45 calendar days from the day after the publication of a contract award notice in the Official Journal of the EU,

— 30 calendar days from the day after the Contracting Authority has notified the economic operators that a contract based on a Framework Agreement with reopening of competition has been entered into, or

— 6 months from the day after the Contracting Authority has notified the economic operators of the decisions regarding award of a Framework Agreement.

The complainant must at the same time notify the Contracting Authority that an action has been submitted to the Danish Complaints Board for Public Procurement.

Tjeneste, hvorfra der kan indhentes oplysninger om klageproceduren
Navn: Konkurrence- og Forbrugerstyrelsen
Postadresse: Carl Jacobsens Vej 35
Postby: Valby
Postnummer: 2500
Telefon: +45 41715000 📞
E-mail: kfst@kfst.dk 📧
Internetadresse: www.kfst.dk 🌏
Kilde: OJS 2019/S 063-146918 (2019-03-25)

Supplerende oplysninger (2019-05-24)
Objekt
Omfanget af udbuddet
Kort beskrivelse:

The EU Anti-Corruption Initiative (EUACI) is the largest EU supported programme in the area of anti-corruption in Ukraine. The overall objective of the EUACI is to improve implementation of anti-corruption policy in Ukraine, thereby ultimately contributing to a reduction in corruption. Consequently, the Danish Ministry of Foreign Affairs, Danish Embassy in Kiev (MFA) wishes to procure a complete eCase Management System (eCase MS), including hardware, integration, migration, maintenance, support and development related to the eCase MS. This procurement is a joint project aiming to design, develop and supply an eCase MS for the National Anti-corruption Bureau of Ukraine (NABU) and the Specialised Anti-corruption Prosecutor’s office (SAPO). The eCase MS is supposed to provide extensive functionality for automation of the pre-trial investigation workflow. The stakeholders are NABU (Beneficiary), SAPO, HACC (High Anti-Corruption Court), lawyers, other persons, involved in pre-trial case.

Bekendtgørelsens metadata
Dokumenttype: Supplerende oplysninger
Fælles glossar for offentlige kontrakter (CPV)
Kode: Informationssystemer og servere 📦

Reference
Datoer
Afsendelsesdato: 2019-05-24 📅
Tilbudsfrist: 2019-06-07 📅
Offentliggørelsesdato: 2019-05-28 📅
Identifikatorer
Bekendtgørelsesnummer: 2019/S 102-248184
Henviser til bekendtgørelse: 2019/S 063-146918
EUT-S-nummer: 102
Yderligere oplysninger

Please note that the tender deadline has been postposed due to large amount of questions received just before the deadline for submission of questions.

Kilde: OJS 2019/S 102-248184 (2019-05-24)

Bekendtgørelse om indgåede kontrakter (2019-07-15)
Objekt
Omfanget af udbuddet
Kort beskrivelse:

The EU Anti-Corruption Initiative (EUACI) is the largest EU supported programme in the area of anti-corruption in Ukraine. The overall objective of the EUACI is to improve implementation of anti-corruption policy in Ukraine, thereby ultimately contributing to a reduction in corruption. Consequently, the Danish Ministry of Foreign Affairs, Danish Embassy in Kiev (MFA) wishes to procure a complete eCase Management System (eCase MS), including hardware, integration, migration, maintenance, support and development related to the eCase MS. This procurement is a joint project aiming to design, develop and supply an eCase MS for the National Anticorruption Bureau of Ukraine (NABU) and the Specialised Anticorruption Prosecutor’s office (SAPO). The eCase MS is supposed to provide extensive functionality for automation of the pre-trial investigation workflow. The stakeholders are NABU (Beneficiary), SAPO, HACC (High Anti-Corruption Court), lawyers, other persons, involved in pre-trial case.

Bekendtgørelsens metadata
Dokumenttype: Bekendtgørelse om indgåede kontrakter

Procedure
Bud-type: Finder ikke anvendelse

Reference
Datoer
Afsendelsesdato: 2019-07-15 📅
Offentliggørelsesdato: 2019-07-17 📅
Identifikatorer
Bekendtgørelsesnummer: 2019/S 136-335691
EUT-S-nummer: 136

Objekt
Omfanget af udbuddet
Kort beskrivelse:

5) Document procedural actions, as well as create, review and approve respective procedural documents (protocols, complaints etc.);

The MFA shall be the exclusive owner of any and all intellectual property rights vested in any parts of the delivery developed specifically for the MFA, including any customised software to the designed eCase MS and the tenderer shall deliver the source code to the customised Software included in the eCase MS to MFA as part of the delivery.

The tenderer shall be able to deliver maintenance and support for a 4-year period after the warranty period. MFA is not obligated to procure maintenance and support for the entire 4 -year period and may by notice terminate maintenance and support subject to 6 months’ prior notice for expiry on the first day of a month, provided always that such expiry shall not take effect until one year from the Acceptance Date.

The MFA is entitled at any time to assign partially or completely its rights and obligations under the contract to another Public Institution, hereunder the beneficiary. The MFA is expected to assign all rights and obligations under the contract to the beneficiary within 2 years after delivery but is not subject to any requirement in this respect.

Sted for udførelsen
Hovedsted eller sted for udførelsen: Ukraine.

Procedure
Kriterier for tildeling
Omkostningskriterium (navn): Price
Omkostningskriterium (vægtning): 30
Omkostningskriterium (navn): Quality
Omkostningskriterium (vægtning): 70

Reference
Yderligere oplysninger

The Contracting Authority has only received irregular tender – tenders not fulfilling the minimum requirements — and will in accordance with section 61(1)(2) of the Public Procurement Act apply a competitive procedure with negotiation.

In accordance with section 61(4) of the Public Procurement Act, the Contracting Authority will not publish a Contract Notice, as all tenderers included in the open procedure have submitted tenders in accordance with the formal requirements of the previous open procedure and which complies with the requirements in Section 159(2)(2)(1-3) of the Public Procurement Act.

Supplerende oplysninger
Gennemgå organ
E-mail: klfu@naevneneshus.dk 📧
Oplysninger om frister for klageprocedurer:

There are no specific deadlines for actions regarding cancellation of the open procedure. Complaints must be submitted to the Danish Complaints Board for Public Procurement and the Contracting Authority at the same time.

Actions regarding the negotiated procedure (e.g. decisions regarding award of contract) must be submitted within:

45 calendar days from the day after the publication of a contract award notice in the Official Journal of the EU,

Kilde: OJS 2019/S 136-335691 (2019-07-15)

Bekendtgørelse om indgåede kontrakter (2019-08-29)
Objekt
Omfanget af udbuddet
Titel: Offentlig administration, forsvar og socialsikring
Kort beskrivelse:

The Ministry of Foreign Affairs, Danish Embassy in Kiev (MFA) has entered into a contract regarding procurement of an eCase Management System (eCase MS), including hardware, integration, migration, maintenance, support and development related to the eCase MS, as part of the EU Anti-Corruption Initiative (EUACI), which is the largest EU supported programme in the area of anti-corruption in Ukraine. The overall objective of the EUACI is to improve implementation of anti-corruption policy in Ukraine, thereby ultimately contributing to a reduction in corruption. This procurement is a joint project aiming to design, develop and supply an eCase MS for the National Anticorruption Bureau of Ukraine (NABU) and the specialised anticorruption prosecutor’s office (SAPO). The eCase MS is supposed to provide extensive functionality for automation of the pre-trial investigation workflow. The stakeholders are NABU, SAPO, HACC, lawyers, other persons, involved in pre-trial case.

Den samlede værdi af udbuddet: 19445495.54 DKK 💰
Fælles glossar for offentlige kontrakter (CPV)
Kode: Offentlig administration, forsvar og socialsikring 📦

Procedure
Procedureform: Udbud med forhandling

Reference
Datoer
Afsendelsesdato: 2019-08-29 📅
Offentliggørelsesdato: 2019-09-03 📅
Identifikatorer
Bekendtgørelsesnummer: 2019/S 169-413567
EUT-S-nummer: 169
Yderligere oplysninger

The tender procedure is governed by Danish law and the rules applicable hereunder. An English translation of the Danish Public Procurement Act is available on: https://www.kfst.dk/media/46419/the-public-procurement-act.pdf As stated in the contract award notice 2019/S 136-335691 the contracting authority only received irregular tender – tenders not fulfilling the minimum requirements. As a result, the contracting authority has applied a competitive procedure with negotiation without publication of a contract notice, cf. Section 61(4) of Public Procurement Act. The contracting authority has not published a contract notice as all tenderers included in the open procedure have submitted tenders in accordance with formal requirements of the procurement procedure and they all comply with the requirement stipulated in Section 159 (2)(2)(1-3), cf. Section 61(4) of the Public procurement Act. The negotiated procurement procedure was be based on the procurement documents from the previous open procedure.

Objekt
Omfanget af udbuddet
Kort beskrivelse:

The tenderer shall be able to deliver maintenance and support for a 4-year period after the warranty period. MFA is not obligated to procure maintenance and support for the entire 4 -year period and may by notice terminate maintenance and support subject to 6 months’ prior notice for expiry on the first day of a month, provided always that such expiry shall not take effect until one year from the acceptance date.

The MFA is entitled at any time to assign partially or completely its rights and obligations under the contract to another public institution, hereunder the beneficiary. The MFA is expected to assign all rights and obligations under the contract to the beneficiary within 2 years after delivery but is not subject to any requirement in this respect.

Procedure
Kriterier for tildeling
Kvalitetskriterium (navn): Price
Kvalitetskriterium (vægtning): 30
Kvalitetskriterium (navn): Quality
Kvalitetskriterium (vægtning): 70

Tildeling af kontrakt
Dato for kontraktindgåelse: 2019-08-28 📅
Navn: Synergy International Systems
Postadresse: 2/5 Armenak Armenakyan st
Postby: Yerevan
Postnummer: 0047
Land: Armenien 🇦🇲
00 🏙️
Den samlede værdi af udbuddet: 19445495.54 DKK 💰
Oplysninger om udbud
Antal modtagne bud: 3

Ordregivende myndighed
Kontakt
Enhed: Frank Rothaus jensen

Reference
Yderligere oplysninger

As stated in the contract award notice 2019/S 136-335691 the contracting authority only received irregular tender – tenders not fulfilling the minimum requirements. As a result, the contracting authority has applied a competitive procedure with negotiation without publication of a contract notice, cf. Section 61(4) of Public Procurement Act. The contracting authority has not published a contract notice as all tenderers included in the open procedure have submitted tenders in accordance with formal requirements of the procurement procedure and they all comply with the requirement stipulated in Section 159 (2)(2)(1-3), cf. Section 61(4) of the Public procurement Act.

The negotiated procurement procedure was be based on the procurement documents from the previous open procedure.

Supplerende oplysninger
Gennemgå organ
Oplysninger om frister for klageprocedurer:

45 calendar days from the day after the publication of a contract award notice in the Official Journal of the EU.

The complainant must at the same time notify the contracting authority that an action has been submitted to the Danish Complaints Board for Public Procurement.

Kilde: OJS 2019/S 169-413567 (2019-08-29)

Bekendtgørelse med henblik på frivillig forudgående gennemsigtighed (2021-11-18)
Objekt
Omfanget af udbuddet
Kort beskrivelse:

In August 2019, the Ministry of Foreign Affairs, Danish Embassy in Kiev (MFA) and Synergy International Systems (Synergy) entered into Contract DC3270 regarding the delivery, maintenance and support of an eCase Management System (eCase MS) following an EU tender procedure. The EU tender procedure was announced via contract notice no. 2019/S 063-146918 in the Official Journal of the European Union, and the award of the Contract to Synergy was announced via contract award notice no. 2019/S 169-413567 in the Official Journal of the European Union. On the basis of this contract, the MFA now intends to award Synergy the assignment to deliver second phase integration of two other electronic systems with the eCase MS.

Den samlede værdi af udbuddet: 914 000 DKK 💰
Bekendtgørelsens metadata
Dokumenttype: Bekendtgørelse med henblik på frivillig forudgående gennemsigtighed
Fælles glossar for offentlige kontrakter (CPV)
Yderligere CPV-kode: System til databasestyring 📦

Procedure
Procedureform: V: Tildeling af kontrakt uden forudgående offentliggørelse
Kriterier for tildeling
Den laveste pris

Ordregivende myndighed
Identitet
Postadresse: Asiatisk Plads 2
Postby: Copenhagen
Kontakt
Internetadresse: http://www.um.dk 🌏
E-mail: um@um.dk 📧

Reference
Datoer
Afsendelsesdato: 2021-11-18 📅
Offentliggørelsesdato: 2021-11-23 📅
Identifikatorer
Bekendtgørelsesnummer: 2021/S 227-598484
EUT-S-nummer: 227
Yderligere oplysninger
The procurement is governed by Danish law and the rules applicable hereunder.

Objekt
Omfanget af udbuddet
Kort beskrivelse:

On the basis of this contract, the MFA now intends to award Synergy the assignment to deliver second phase integration of two other electronic systems with the eCase MS.

In August 2019 the Ministry of Foreign Affairs, Danish Embassy in Kiev (MFA) and Synergy International Systems (Synergy) entered into Contract DC3270 regarding the delivery, maintenance and support of an eCase Management System (eCase MS) following an EU tender procedure. The EU tender procedure was announced via contract notice no. 2019/S 063-146918 in the Official Journal of the European Union, and the award of the Contract to Synergy was announced via contract award notice no. 2019/S 169-413567 in the Official Journal of the European Union.

On the basis of this contract, the MFA now intends to award Synergy the assignment to deliver second phase integration of two other electronic systems (the URPI system and the D3 system) with the eCase MS.

The need to integrate the URPI and the D3 systems with the eCase MS was described in general terms in sections II.1.4) and II.2.4) of the Tender Notice and was in more detail described in the technical specifications of the tender documents (Requirement no. 70 i section B of Appendix 3).

In the tender documents it was presupposed that the URPI and the D3 systems would integrate with the eCase MS through a third system (the Trembita system). However, after the commencement of Contract DC3270, it was discovered that the URPI and the D3 systems are not connected to the Trembita system making it considerably more difficult to complete the integration of the two systems with the eCase MS.

Under these circumstances, the MFA acknowledges that the completion of the integration of the URPI and the D3 systems with the eCase MS is not covered by the original contract sum of DKK 19,445,495.54.

The parties have agreed that the MFA will pay Synergy approximately DKK 506,000 to complete the second phase integration of the URPI system with the eCase MS. Furthermore, the parties have agreed that the MFA will remunerate Synergy to complete the second phase integration of the D3 system with the eCase MS by i) spending 472 prepaid hours reserved for completing change requests and ii) paying an additional amount of DKK 116,832. According to Contract DC3270, a total of 600 hours reserved for the completion of change requests is included in the yearly service and maintenance fee.

As a consequence, the assignments to deliver second phase integration of the URPI and the D3 systems with the eCase MS have a total value of approximately DKK 914,000, but only approximately DKK 622,700 is effectively paid from the MFA to Synergy to complete the integrations.

Sted for udførelsen
Hovedsted eller sted for udførelsen: Ukraine

Tildeling af kontrakt
Dato for kontraktindgåelse: 2021-11-18 📅
Den samlede værdi af udbuddet: 914 000 DKK 💰

Ordregivende myndighed
Kontakt
Internetadresse: www.um.dk 🌏

Supplerende oplysninger
Gennemgå organ
Navn: Klagenævnet for Udbud (the Danish Complaints Board for Public Procurement)
Oplysninger om frister for klageprocedurer:

The MFA is following the procedure described in section 4 of the Act on the Danish Complaints Board for Public Procurement (Act no. 593 of 2 June 2016). The MFA will not award the assignments to complete the second phase integration of the URPI and the D3 systems with the eCase MS to Synergy before the expiry of a 10 days' time period following the publication of this VEAT notice in the Official Journal of the European Union.

Under these circumstances, any complaints regarding the award of the assignments to Synergy must be lodged with the Danish Complaints Board for Public Procurement within 30 days after the day on which the MFA has published a contract award notice regarding the assignments in the Official Journal of the European Union.

Kilde: OJS 2021/S 227-598484 (2021-11-18)

Bekendtgørelse om indgåede kontrakter (2022-02-02)
Objekt
Omfanget af udbuddet
Kort beskrivelse:

In August 2019, the Ministry of Foreign Affairs, Danish Embassy in Kiev (MFA) and Synergy International Systems (Synergy) entered into Contract DC3270 regarding the delivery, maintenance and support of an eCase Management System (eCase MS) following an EU tender procedure. The EU tender procedure was announced via contract notice no. 2019/S 063-146918 in the Official Journal of the European Union, and the award of the Contract to Synergy was announced via contract award notice no. 2019/S 169-413567 in the Official Journal of the European Union. On the basis of this contract, the MFA has awarded Synergy the assignment to deliver second phase integration of two other electronic systems with the eCase MS by entering into an addendum (Addendum #2) with Synergy.

Den samlede værdi af udbuddet: 914 000 DKK 💰

Reference
Datoer
Afsendelsesdato: 2022-02-02 📅
Offentliggørelsesdato: 2022-02-07 📅
Identifikatorer
Bekendtgørelsesnummer: 2022/S 026-067079
Henviser til bekendtgørelse: 2021/S 227-598484
EUT-S-nummer: 26

Objekt
Omfanget af udbuddet
Kort beskrivelse:

On the basis of this contract, the MFA has awarded Synergy the assignment to deliver second phase integration of two other electronic systems…

… with the eCase MS by entering into an addendum (Addendum #2) with Synergy.

… (the URPI system and the D3 system) with the eCase MS by entering into an addendum (Addendum #2) with Synergy.

considerably more difficult to complete the integration of the two systems with the eCase MS.

Under these circumstances, the MFA acknowledged that the completion of the integration of the URPI and the D3 systems with the eCase MS is not covered by the original contract sum of DKK 19,445,495.54 and needed to be payed separately.

According to Addendum # 2 the MFA pays Synergy DKK 505,929.85 to complete the second phase integration of the URPI system with the eCase MS. Furthermore, the MFA remunerates Synergy to complete the second phase integration of the D3 system with the eCase MS by i) spending 472 prepaid hours reserved for completing change requests and ii) paying an additional amount of DKK 110,520.94. According to Contract DC3270, a total of 600 hours reserved for the completion of change requests is included in the yearly service and maintenance fee. As a consequence, the assignments to deliver second phase integration of the URPI and the D3 systems with the eCase MS have a total value of approximately DKK 914,000, but only DKK 616,450.79 is effectively being paid from the MFA to Synergy.

Before entering into the addendum (Addendum # 2) the MFA published a Voluntary ex ante transparency (VEAT) notice in the Official Journal of the European Union (VEAT notice no. 2021/S 227-598484) and awaited the expiry of a 10 days' time period, in accordance with the procedure described in section 4 of the Act on the Danish Complaints Board for Public Procurement (Act no. 593 of 2 June 2016).

Navn på EU-finansieret projekt eller program: EUACI 2016-14893

Tildeling af kontrakt
Dato for kontraktindgåelse: 2022-01-26 📅
Postadresse: 2/5 Armenak Armenkyan st
Oplysninger om udbud
Antal modtagne bud: 1

Supplerende oplysninger
Gennemgå organ
Oplysninger om frister for klageprocedurer:

The MFA has followed the procedure described in section 4 of the Act on the Danish Complaints Board for Public Procurement (Act no. 593 of 2 June 2016). The MFA did not award the assignments to complete the second phase integration of the URPI and the D3 systems with the eCase MS to Synergy before the expiry of a 10 days' time period following the publication of VEAT notice no. 2021/S 227-598484 in the Official Journal of the European Union.

Under these circumstances, any complaints regarding the award of the assignments to Synergy must be lodged with the Danish Complaints Board for Public Procurement within 30 days after the day on which the MFA has published this contract award notice regarding the conclusion of Addendum # 2 in the Official Journal of the European Union.

Kilde: OJS 2022/S 026-067079 (2022-02-02)

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