Public procurement notice: Contract Notice
Published: 2022-05-30
Buyer: Danish Ministry of Defence Acquisition and Logistics Organisation
Country: DK
Contract type: Services
Procedure: Competitive procedure with negotiation
CPV classification: 72000000 | 72212310 | 72212311 | 72250000: System and support services | 72253000: Helpdesk and support services
Estimated value: 17500000 DKK
Submission deadline: 2022-06-27
Award criteria: The most economic tender

Technical requirements: Υπηρεσίες τεχνολογίας των πληροφοριών: παροχή συμβουλών, ανάπτυξη λογισμικού, Διαδίκτυο και υποστήριξη
DALO has decided to digitalize its contracts and procurement documents through a Contract Creation System.
DALO is looking for a standard solution for Contract Creation delivered either as Software as a Service (SaaS) or as software components to be installed in DALO’s closed internal IT-infrastructure.
Through a software supported clause library, modular set up and wizard, the Contract Creation System shall support DALO’s different document types and the overall user experience of the Sourcing Managers when creating contracts and other procurement documents.
DALO intends to streamline and automate its ways of working with Contract Creation. DALO has decided to digitalize its contracts and procurement documents through a Contract Creation System. The Contract Creation System that DALO has decided to purchase will not replace another Contract Creation System, as Contract Creation is not digitalized in a software solution at DALO today. The focus is to support all of DALO’s business needs in relation to Contract Creation driven by the requirements in the respective departments Legal and Acquisition & Contracting as well as the operational functions.
Through a software supported clause library, the Contract Creation System shall support DALO’s different document types ranging from very complex documents to very simple documents. The Contract Creation System shall support DALO’s documents in both complexity and volume, as some of the documents are very complex and the DALO, as of today, has approximately 125 different templates that needs to be aligned to the extent possible and structured in a modular setup based on one combined clause library.
The Contract Creation System will be used holistically across DALO by the different departments, but the primary users will be employees in Legal and Acquisition & Contracting. The Contract Creation System should be able to support the Contract Creation phase, including initiation and completion of first draft, internal review and authoring as well as negotiation with Third Party Users and signing of the contracts. Additionally, the Contract Creation System shall also fulfil a number of general requirements which cover the general use of the Contract Creation System.
It is of great importance to DALO, that the Contract Creation System besides automating the back end part of contract creation also provides a user interface, capabilities and support so as the primary users will have a user-friendly experience of working with the system.
DALO shall be entitled to extend the contract for 2 (two) 24 (twenty-four)-month periods at a notice of three months before the expiry of the contract.
For the purpose of achieving the best possible competition, DALO will choose a number of candidates for participation in the tender procedure based on the candidate’s size. Thus, the candidates will be divided into the following groups of enterprises based on information about the candidates’ number of full time employees, turnover and balance sheet total: (1) microenterprises, (2) small enterprises, (3) medium-sized enterprises and (4) large enter-prises. The definition of the said groups are partly based on the Commission Recommendation of 6 May 2003 (2003/361/EC) and is described in full detail in the document “Additional information”, which is located at the ETHICS-webportal, cf. section I.3). It is underlined that it is the definition described in the said document that is appliacable.
If DALO receives fewer applications for participation within a group than the number of candidates DALO has assigned to that particular group, DALO will not invite additional candidates from other groups.
However, DALO will deviate from this rule if this is necessary to be able to invite three candidates to the tender procedure. In this case, DALO will apply the principles for limitation of candidates as described below within each group and then by priority choose a number of the remaining candidates from group 2, and group 1 until a total of three candidates are invited to participate (only one additional candidate will be chosen from each group, unless there are no remaining candidates in the other groups). For illustration purposes see example hereof in the document “Additional information”.
The candidate must in the ESPD, Part V: Reduction of the number of qualified candidates, state in the textbox for further information, which group of enterprise the candidate is defined as. Furthermore, the candidate should in the textbox submit the most relevant information for determining which group of enterprise the candidate is defined as. As a minimum, the following data should be stated: Number of full time employees, annual turnover and balance sheet total. If the candidate is relying on other entities, cf. above, these entities must also submit an ESPD. However, they shall not provide information about which group of enterprise the entity is, number of full time employees, annual turnover or balance sheet, since this information is already included in the determination of which group of enterprise the candidate is defined as, and this information shall thus instead be stated in the candidate’s ESPD, cf. the document “Additional information”.
The candidate must on DALO’s request provide documentation establishing that the candidate at the time of appli-cation for participation was defined as the specific group of enterprise. Documentation may be annual reports or excerpts thereof, an auditor’s statement or equivalent forms of documentation.
The limitation of candidates within each group of enterprises will be based on an evaluation of which candidates have documented the most relevant previous deliveries in comparison to the contract/purchases described in section II.1.4) and section II.2.4). In the evaluation, DALO will take into account the nature and quantity of the previous deliveries and the time of delivery so that more recent deliveries will be deemed more relevant than older deliveries. The evaluation will be based on the list submitted by the candidates in the European Single Procurement Document (ESPD) according to section III.1.3). Please note that any ambiguities and/or incomprehensibilities in the information submitted may be regarded negatively in the evaluation when selecting the limited numbers of candidates.


Award value: 17500000