Public procurement notice: Concession Award Notice
Published: 2019-05-31
Buyer: Udenrigsministeriet (Ministry of Foreign Affairs)
Country: DK
Contract type: Services
Procedure: Concession award procedure
CPV classification: 48170000 | 48421000 | 72311000: Computer tabulation services | 72314000: Data collection and collation services | 75130000
Estimated value: 27500000 EUR
Award criteria: Other

Technical requirements: The Danish Ministry of Foreign Affairs has been inviting tenderers for the provision of services related to the receipt and completeness control of short term visa and residence permit applications on behalf of Danish foreign missions. The estimated total number of applications is 180 000-190 000 per year.
The estimated value of the concession is calculated based on an estimated number of cases (180 000-190 000 cases) multiplied with the maximum service fee, 30 EUR. It is an estimate, why the estimate may be waived. The value will depend on the actual amount of applications submitted, as well as the provided service fee.
The Danish Ministry of Foreign Affairs (MFA) has invited 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. Iran is not included in the present tender since Iran is governed by an existing separate contract. It is however possible, that MFA wishes to include Iran in the global contract as an Optional Location when the existing contract expires.
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.
— 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,
— 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,
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, 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.
The ESP 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 contracts 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.
There will be a 3 months establishment, training and test period between the signature of the contracts and the time of operation.
The services of the ESP shall be operational no later than 1.7.2019 for mandatory locations and 1.11.2019 at the latest for optional locations, e.g. 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.
The contract has been awarded after an award procedure with prior publication of a concession notice.
With regard to the total value of the concession stated in Section V.2.4) of this Concession Award Notice, it is noted that the stated amount is the evaluation technical price offered by the winning tenderer. Because the contract is a Framework Agreement, the final total value can become both bigger and smaller than stated in Section V.2.4).
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:


Winner: VF Worldwide Holdings Ltd
Award value: 27500000
Number of bids: 2