Public procurement notice: Contract Award Notice
Published: 2024-04-30
Buyer: Udenrigsministeriet
Country: DK
Region: DK011
Contract type: Services
Procedure: Open procedure
CPV classification: 48170000 | 48421000 | 72311000: Computer tabulation services | 72314000: Data collection and collation services | 75130000
Estimated value: 22500000 EUR
Award criteria: price, quality

Technical requirements: On 19 April 2024, the contracting entity submitted contract notice 235867-2024 for  "Global outsourcing agreement - Tender for global outsourcing of receipt of applications for visa and residence/work permits". The contracting entity has subsequently become aware of an error in the tender material. Th contracting entity has on that basis decided to cancel the tendering procedure. 

The errors will be corrected and a new tendering procedure will be published.
On 19 April 2024, the contracting authority submitted contract notice 235867-2024 for "Global outsourcing agreement - Tender for global outsourcing of receipt of applications for visa and residence/work permits" with the below description.  See "Description of the procedure" in this notice.

The Danish Ministry of Foreign Affairs (MFA) is inviting tenderers for the provision of services related to the receipt and completeness control of short-term visa and residence permit applications (RWP) on behalf of Danish foreign missions (DM) around the world.

The tender contains a list of mandatory locations (it is a minimum requirement that the tenderer delivers services from these locations) and a list of optional locations, which the tenderer may accept to deliver services from.

Applicants applying for a visa to Denmark shall themselves fill in the visa application form online using ApplyVisa and pay the visa fee online. Applicants applying for a residence permit to Denmark shall themselves fill in the application form online or by paper and pay the residence permit fee online. In both cases, the applicants are informed that they should bring color photocopies of all documents (except the passport) in either A4 or legal paper size. The DM may ask the External Service Provider (ESP) to request that applicants provide additional supporting documents to aid the assessment of the application.
The contract includes the following services for each Visa Application Centre (VAC):
The receipt and completeness control of short-term visa applications, which shall be performed by the service provider, include:
— the capture of the applicants' biometric data,
— enabling applicants to fill in the visa applications online, to which effect the ESP must have a sufficient number of computers with Internet access available as part of the service fee at the VAC,
— scanning of visa application, passport and supplementary documentation,
— handling (receiving and transferring) of application fees (in fall-back situations),
— enabling applicants to pay fee online, to which effect the ESP must have a sufficient number of computers with Internet access available at the VAC,
— delivery of application documents, passports, biometric data files, scanned files, etc. to the local DM,
— return of passport, decision letter and supporting documents to applicant.
The receipt and completeness control of residence and work permit applications shall include:
— the capture of the applicants' biometric data,
— scanning of residence permit applications, passport and supplementary documentation,
— handling of fees (in fall-back situations),
— assisting with regards to accepting fees online via the MFA payment portal,
— delivery of application documents, passports, biometric data files, scanned files, etc. to the DM.

The provision of these services shall comply with physical security and data protection requirements as laid down in Regulation (EC) 810/2009 of the European Parliament and of the Council of 13.7.2009, establishing a community code on visas with amendments, article 43, article 44 and Annex X and EU and Danish data protection legislation and data protection legislation and other security requirements in the countries where the services are provided.

After the signature of the contract, the service provider shall set up the basis for the delivery of the contracted services by establishing facilities, including the necessary equipment, for the receipt of applications related to Denmark in existing VACs or by the establishment of new VACs at the locations specified in the contract for each region, implementing the required homepages, training staff to execute the contracted services, including biometric data capture and data entry and implementing biometric data capture equipment and suitable document scanners.

Before the individual VACs will be operational, the service provider must pass acceptance test for each location.
This is the address of the MFA. The Supplier shall deliver the services from specific locations stated in the tender material.
Pursuant to the Danish Act on the Complaints Board for Public Procurement, etc. (lov om Klagenævnet for Udbud m.v.) (the Act is available (in Danish) at www.retsinformation.dk), the following deadlines apply to the lodging of complaints:

1) 45 calendar days after the contracting entity has published a notice in the Official Journal of the European Union that the contracting entity has entered into a contract. The deadline is calculated from the day after the day when the notice was published.

2) 30 calendar days calculated from the day after the day when the contracting entity has notified the candidates concerned that a contract based on a framework agreement with reopening of competition or a dynamic purchasing system has been entered into if the notification has included an explanation of the relevant grounds for the decision. 

3) 6 months after the contracting entity entered into a framework agreement calculated from the day after the day when the contracting entity notified the candidates and tenderers concerned, see section 2(2) of the Act and section 171(4) of the Danish Public Procurement Act. 

4) 20 calendar days calculated from the day after the contracting entity has submitted notification of its decision, see section 185(2) of the Danish Public Procurement Act.

Not later than at the time of lodging a complaint with the Danish Complaints Board for Public Procurement, the complainant must notify the contracting entity in writing that a complaint has been lodged with the Danish Complaints Board for Public Procurement and whether the complaint was lodged during the standstill period, see section 6(4) of the Act. In cases where the complaint was not lodged within the standstill period, the complainant must furthermore indicate whether a suspensory effect of the complaint has been requested, see section 12(1) of the Act. 

The e-mail address of the Complaints Board for Public Procurement is klfu@naevneneshus.dk.

The Complaints Board’s own complaints procedure is available at https://naevneneshus.dk/start-din-klage/klagenaevnet-for-udbud/vejledning/.
The Customer may demand an extension of the agreement by one year on identical terms.


Winner: Mercell Holding ASA
Number of bids: 0