Public procurement notice: Contract Notice
Published: 2025-07-10
Buyer: Udenrigsministeriet
Country: DK
Region: DK011
Contract type: Supplies
Procedure: Negotiated with prior call for competition
CPV classification: 30233310 | 35125110: Biometric sensors | 38650000 | 38651000 | 72250000: System and support services
Estimated value: 45000000 DKK
Submission deadline: 2025-08-22
Award criteria: price, quality

Technical requirements: see section 135(1), para (2) of the Danish Public Procurement Act.
see section 135(1), para (3) of the Danish Public Procurement Act.
see section 135(1), para (5) of the Danish Public Procurement Act.
see section 135(1), para (1) of the Danish Public Procurement Act.
see section 135(1), para (4) of the Danish Public Procurement Act.

Eligibility requirements: The candidate must submit the European Single Procurement Document ("ESPD") with the following information.

- The candidates total annual turnover in the latest financial year available.

In this procedure, the candidate may rely on the economic and financial capacity of other operators to fulfil the suitability requirements. The operator(s) making its/their economic and financial capacity available to the candidate must sign a letter of commitment, see further in the tender specifications. The form is enclosed as an attachment to the tender specifications.

If the candidate relies on the economic and financial capacity of other entities in relation to the fulfilment of requirements, see below, the candidate and the entities in question will be required by the contracting entity to undertake joint and several liability for the performance of the contract.

The ESPD serves as provisional documentation that the [tenderer/candidate] fulfils the require-ments in respect of economic and financial capacity.

Before the award decision is made, the candidate to whom the contracting entity intends to award the contract must submit documentation that the information stated in the ESPD is accurate.

Upon the contracting entity's request, the following documentation of economic and financial capacity must be submitted:

A statement regarding the operator's overall turnover in the latest annual report/financial statement available, depending on when the operator was established or started trading if the figures for this turnover are available. For groups of operators (e.g. a consortium), the information in the latest annual report/financial statement available must be submitted for each participating operator in the group. Where an operator relies on the economic and financial capacity of other entities (e.g., a parent company, a sister company or a subcontractor), information for such other entities must be provided as well.

Minimum requirement:

As a minimum requirement, a total annual turnover of at least DKK 5 million is required in the latest annual report/financial statement available. If the candidate relies on the capacities of other entities, the turnover is to be calculated as the total turnover of the candidate and such other entities in the latest annual report/financial statement available. For groups of operators (e.g., a consortium), the turnover is calculated as the total turnover of the operators in the latest annual report/financial statement available. The information is to be stated in section IV.B of the ESPD.
The candidate must submit the European Single Procurement Document ("ESPD") with the following information:

- The candidates equity in the latest financial year available.

In this procedure, the candidate may rely on the economic and financial capacity of other operators to fulfil the suitability requirements. The operator(s) making its/their economic and financial capacity available to the candidate must sign a letter of commitment, see further in the tender specifications. The form is enclosed as an attachment to the tender specifications.

If the candidate relies on the economic and financial capacity of other entities in relation to the fulfilment of requirements, see below, the candidate and the entities in question will be required by the contracting entity to undertake joint and several liability for the performance of the contract.

The ESPD serves as provisional documentation that the candidate fulfils the requirements in respect of economic and financial capacity.

Before the award decision is made, the candidate to whom the contracting entity intends to award the contract must submit documentation that the information stated in the ESPD is accurate.

Upon the contracting entity's request, the following documentation of economic and financial capacity must be submitted:

The operator's balance sheets or extracts from balance sheets in the latest annual report/financial statement available if publication of the balance sheets is required under law in the country in which the operator is established, or other documentation of the size of the equity. For groups of operators (e.g., a consortium), the information in the latest  annual report/financial statement available must be submitted for each participating operator in the group. Where an operator relies on the economic and financial capacity of other entities (e.g., a parent company, a sister company or a subcontractor), information for such other entities must be provided as well.

Minimum requirement:

As a minimum requirement, a positive equity is required in the latest annual report/financial statement available. If the candidate relies on the capacities of other entities, the equity is to be calculated as the total equity of the operator and such other entities in the latest annual report/financial statement available. For groups of operators (e.g., a consortium), the equity is calculated as the total equity of the operators in the latest annual report/financial statement available. The information is to be stated in section IV.B of the ESPD.
The candidate must submit the ESPD with the following information:

A list of the 5 most significant comparable supplies, see description of main services in this notice, that the candidate has carried out in the latest 3 years before the expiry of the deadline for application.

Only references relating to supplies carried out at the time of application will be given importance in the evaluation of whether the requirements regarding technical and professional capacity have been complied with, see below. Hence, in the case of an ongoing task, only the part of the services already performed at the time of application will be included in the evaluation of the reference.

Each reference is requested to include a brief description of the deliveries made. The description of the delivery should include a clear description of the supplies (see description of main services in this notice covered by the agreement) to which the delivery related and the candidate's role(s) in the performance of the delivery. The reference is furthermore requested to include the financial value of the delivery (amount), the date of delivery and the name of the customer (recipient).
When indicating the date of the delivery, the candidate is requested to indicate the date of commencement and finalisation of the delivery. If this is not possible, for example if the tasks were performed on a continuous basis under a framework agreement, the candidate is asked to indicate how the date is specified.
No more than 5 references may be stated, irrespective of whether the candidate is a single operator, whether the candidate relies on the technical capacity of other entities, or is a group of operators (e.g. a consortium). Where more than 5 references are stated, only the most recent 5 references will be taken into account. Any additional references will be disregarded. If it is not possible to decide which references are the most recent 5 references, the references will be selected by drawing lots.
In this procedure, the candidate may rely on the technical capacity of other operators to fulfil the suitability requirements. The operator(s) making its/their technical capacity available to the candidate must sign a letter of commitment, see further in the tender specifications. The form is enclosed as an attachment to the tender specifications.
The ESPD serves as provisional documentation of the candidate's compliance with the selection criterion stated in this no-tice.
Before the award decision is made, the tenderer to whom the contracting entity intends to award the framework agreement must submit documentation that the information stated in the ESPD is accurate.
No additional documentation of technical and professional capacity will be required from the candidate. However, the contracting entity reserves the right to contact the candidate or the customer stated in the reference for verification of the information stated in the reference, including the dates of the reference indicated.

Minimum requirement: 

The tenderer must demonstrate at least 1 reference stating that the candidate, within the last 3 years, has provided biometric stations for capture of biometrics, i.e. photo, fingerprint, and signature, as well as support for the provided stations.
Criteria for selection among the suitable candidates.

The shortlisting of candidates invited to tender will be based on an evaluation of which candidates have documented the most relevant deliveries, in relation to the main services put up for tender. 
    
The relevance assessment will be made on the basis of the extent to which the references, combined, document experience in the provision of services that are comparable to the main services put up for tender. 
    
In the evaluation of which candidates have documented the most relevant supplies, the contracting entity will award points to the candidates on a scale from 1-5 for each main service, based on the extent to which the references, combined, document relevant experience in providing the main services. On this basis, the candidate will be awarded a total score calculated as the average number of points awarded for the main services.
The agreement has incorporated the corporate social responsibility considerations, as appropriate, as laid down in the conventions on the basis of which the principles of the UN Global Compact are worded and as laid down in the OECD Guide-lines for Multinational Enterprises. The agreement furthermore lays down requirements pursuant to ILO Convention no. 94 on labour clauses in public contracts and Circular no. 9471 of 30 June 2014.

If the agreement is awarded to a group of operators (such as a consortium), the participants of the group must undertake joint and several liability and appoint a joint representative.

The contract lays down requirements on compliance with the law on processing of personal data.

The agreement includes requirements for security clearance when delivering certain services.
See Tender Specifications, Appendix A.
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:

Complaints of not having been selected must be submitted to the Danish Complaints Board for Public Procurement before the expiry of 20 calendar days, see section 7(1) of the Act, from the day after submission of notification to the candidates concerned of the identity of the successful tenderer where the notification is accompanied by an explanation of the grounds for the decision in accordance with section 2(1), para (1) of the Act and section 171(2) of the Danish Public Procurement Act. 

In other situations, complaints of award procedures, see section 7(2) of the Act, must be lodged with the Danish Complaints Board for Public Procurement before the expiry of:

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/.
Reference is made to the Agreement regarding requirements for security clearance.
I) Background and purpose 

The Danish Ministry og Foreign Affairs (“MFA)” comprises the Ministry located in Copenhagen and a global network of embassies, consulates-General and Trade Commissions. 

The MFA wishes to conclude an agreement with one supplier regarding the delivery, support and maintenance of both stationary and mobile biometric stations. The biometric stations shall support the process related to issue of primarily passports at the MFA’s embassies around the world.

The agreement regulates the development, delivery, support, and maintenance of the biometric stations.

II) Main Services:

The agreement covers the following main services:
A) Implementation Services
B) Delivery of biometric stations
C) Maintenance and support

A: Implementation Services

The Supplier shall commence the delivery of Implementation Services immediately upon signing the Agreement. These services shall ensure that the Supplier can deliver biometric stations that are compatible with the Customer’s IT environment and support the intended use of the Biometric Stations.

The Implementation Services include:
a. Delivery of one Stationary Biometric Station
b. Delivery of one Mobile Biometric Station
c. Development and delivery of an API for installation on the Operator’s PCs. The API shall control the Stationary Biometric Station via a user interface for the Operator.  
d. Integration with the Customer’s operations provider (Statens IT)
e. Delivery of Documentation
f. Training of the Customer’s technical personnel 

The Implementation Services shall be delivered with due involvement of the Customer’s staff. Regardless, the Supplier is responsible for the overall planning and management of the process.

B: Delivery Biometric Stations

The Supplier shall deliver Stationary Biometric Stations and Mobile Biometric Stations for capture of  biometrics for primarily passports. 

Stationary Biometric Stations shall mean a stationary device that uses embedded components to capture of photo, fingerprint, and signature of a person in at least a seated position. The Stationary Biometric Station shall be mounted to wall or floor depending on the individual operating scenario where the station shall be put into operation. The Customer expects to buy 100 stationary biometric stations during the term of the Agreement.  

Mobile Biometric Stations shall mean a mobile device that uses embedded components to capture photo, fingerprint, and signature of a person in at least a seated position. The size and shape of the mobile station allows it to be taken with you when travelling by car, bus, train, boat, and plane, for example. The Customer expects to buy 70 mobile biometric stations during the term of the Agreement.  

The Biometric stations shall include all parts such as computer/tablet, light stand, background etc. to the extent necessary in order to capture biometrics of a quality which comply with the requirements stated in the Agreement. 

C: Maintenance and support

The Supplier shall provide support and maintenance for delivered Biometric Stations, covering all parts of the stations, including both hardware and software.

Maintenance includes all proactive actions necessary to ensure that the solution operates in compliance with the requirements. This encompasses ongoing technical maintenance, preventive measures, and updates.

Support includes all reactive actions arising from incidents or other support inquiries. The support shall address all types of questions related to the Biometric Stations and must include the possibility to provide support via video calls.

The Supplier shall expect to collaborate with the Customer's operational supplier and technicians related to support and maintenance. 

In case of incidents requiring the replacement of components, the Supplier shall deliver the necessary components to the Customer, who will handle the replacement using its own technical staff.

*** 

In general, reference is made to the tender material for more information.

Winner: Mercell Holding ASA