Yderligere oplysninger
Participation in the tendering procedure may only take place by electronic means via the electronic tendering system used by the contracting authority. For access to the tender documents, the tenderer must be registered or register as a user.
If the tender submitted by the tenderer contains several versions of the same document, the latest uploaded version will apply.
All communication in connection with the tender procedure, including questions and answers, must be through the electronic tendering system. Questions must be submitted not later than 8 May 2024.
Questions asked after this date will be answered if they are received in time for the contracting authority to provide the information required and communicate the answers not later than 6 days before expiry of the application deadline.
Questions received later than 6 days before expiry of the deadline cannot expect to be answered.
Interested operators are requested to keep updated via the electronic tendering system.
The tenderer must as part of the tender submit an ESPD as preliminary documentation of the circumstances set out in section 148(1)(i-iii) of the Danish Public Procurement Act (udbudsloven). For groups of operators (e.g. a consortium), a separate ESPD must be submitted for each participating operator. If the tenderer relies on the capacity of other entities, an ESPD must be submitted for each of the entities on which the tenderer relies.
The tenderer will be excluded from participation in the tender procedure if the tenderer is subject to the compulsory grounds for exclusion set out in sections 135 and 136 of the Danish Public Procurement Act and the grounds for exclusion set out in section 137(1)(2) of the Danish Public Procurement Act, unless the tenderer has submitted sufficient documentation of its reliability, in accordance with section 138 of the Danish Public Procurement Act.
The voluntary grounds for exclusion are applied while complying with the principle of proportionality. Hence, no trivial matters may result in the exclusion of the tenderer. Several matters which, individually, are trivial in nature may, however, give rise to exclusion of the tenderer.
Before the award decision is made, the tenderer to whom the contracting entity intends to award the contract must provide documentation of the information submitted in the ESPD pursuant to sections 151-152, cf. section 153 of the Danish Public Procurement Act. As an alternative to the documentation mentioned in sections 153-155, 157 and 158 of the Danish Public Procurement Act, the applicant and tenderer may submit to the contracting entity a certificate of registration in an official list of approved economic operators, see section 156 of the Danish Public Procurement Act, issued by the competent authority. The contracting entity only accepts certificates of registration in an official list from applicants and tenderers established in the country holding the official list.
It is an experience that it may be a challenge for tenderer to provide the necessary documentation of the information stated in the ESPD. Hence, the Ministry of Foreign Affairs encourages the tenderer to obtain the documentation in a timely manner and thereby being able to provide the documentation to the contracting authority when asked for. With regards to the estimated value stated in this notice, it is noted that the estimated value is calculated based on an estimated number of cases (150 000 cases) multiplied with a estimated service fee of 30 EUR. It is an estimate, why the estimate may be waived. The actual value of the contract will depend on the amount of actually applications applied, as well as the provided service fee.
The services of the service provider shall be operational at all locations (mandatory and accepted optional locations) in accordance with the time schedule in appendix 3, however no later than 1 July 2025, including setting up secure premises, purchasing software and biometric equipment, purchasing and setting up hardware, setting up a homepage, training of staff, obtaining governmental approval if necessary and execution of the acceptance test, etc.
Regarding the contract duration stated in this notice, the ordinary contract period has a duration of 48 months, from the date where the last VAC is operational, however no later than 1 July 2025. The contract period may be prolonged with an extra duration period of further 12 months. If so, the total contract period will be 60 months.
It should be noted that each tenderer may only submit one tender.
The MFA may use a procedure similar to section 159(5) of the Danish Public Procurement Act in the event that applications or tenders do not comply.
If the tenderer encounters problems with the system, please contact support by e-mail,
dksupport@eu-supply.com, or telephone (+45) 70 20 80 14.
It is not necessary for the tenderer to sign the ESPD document. For groups of operators (e.g. a consortium), a separate ESPD must be submitted for each participating operator. Where the tenderer is a group of operators, the ESPD document of each participant in the group must be signed by the participant in question. The tenderer heading the group and submitting the application is not required to sign its ESPD document. If the tenderer relies on the capacities of other entities, an ESPD must be submitted for and signed by each of the entities on which it relies.
Attention is drawn to Article 5k in Regulation (EU) No 833/2014 as later amended which applies for the tender procedure. The provision contains a prohibition against award of concessions to Russian companies and Russian controlled companies etc. (reference is made to Article 5k, section 1, for the exact delimitation of the actors covered by the prohibition). The contracting entity may at any time during the tender process require that the economic operators prove that they are not covered by the prohibition, for example by requiring a declaration to this effect and/or documentation regarding the economic operators’ and any subcontractors’ place of establishment and ownership.