Public procurement notice: Contract Award Notice
Published: 2022-02-07
Buyer: The Ministry of Foreign Affairs, Danish Embassy in Kiev
Country: DK
Contract type: Services
Procedure: Contract award without prior publication
CPV classification: 48612000: Database-management system | 48800000 | 51600000 | 72230000: Custom software development services | 72240000
Estimated value: 914000 DKK
Award criteria: Lowest price

Technical requirements: 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.
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 (the URPI system and the D3 system) with the eCase MS by entering into an addendum (Addendum #2) with Synergy.
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
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).
As further described in sections II.2.4) and IV.1.1) of VEAT notice no. 2021/S 227-598484, the MFA has assessed that awarding Synergy the assignments to complete second phase integration of the URPI and the D3 systems with the eCase MS (Addendum # 2) does not constitute material changes of Contract DC3270, cf. section 178(2) of the Danish Public Procurement Act (Act no. 1564 of 15 December 2015 with subsequent changes).
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.


Winner: Synergy International Systems
Award value: 914000
Number of bids: 1