Public procurement notice: Contract Notice
Published: 2025-09-12
Buyer: Sydtrafik
Country: DK
Region: DK050
Contract type: Services
Procedure: Negotiated with prior call for competition
CPV classification: 72000000 | 72200000 | 72211000: Systems and user software programming services | 72253200: Computer systems support services | 72254100: Systems testing services
Estimated value: 1100000 EUR
Submission deadline: 2025-10-15
Award criteria: quality, price

Technical requirements: The contracting authorities shall exclude an applicant or tenderer from participation in a procurement procedure if the applicant or tenderer has been convicted by final judgement or who has been fined for corruption as defined in Article 3 of Convention on combating of corruption involving officials of the European Union and of the EU member states and Article 2(1) of Council Framework Decision 2003/568/JHA of 22 July 2003 on combating of corruption in the private sector (Official Journal of the European Union 2003, No. L 192, page 54) and corruption as defined by national law in the member state or home country of the applicant or tenderer or in the country in which the applicant or tenderer is established.

The contracting authorities shall also exclude an applicant or tenderer where a person who has been convicted by final judgement or who has been fined for the above-mentioned offences is a member of the board, management or supervisory committee of the applicant or tenderer.

The contracting authorities shall likewise exclude an applicant or tenderer if the convicted person is authorised to represent, monitor or make decisions in the board, management or supervisory committee of the applicant or tenderer.
The contracting authorities shall exclude an applicant or tenderer from participation in a procurement procedure if the applicant or tenderer has been convicted by final judgement or who has been fined for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities.

The contracting authorities shall also exclude an applicant or tenderer where a person who has been convicted by final judgement or who has been fined for the above-mentioned offences is a member of the board, management or supervisory committee of applicant or tenderer. 

The contracting authorities shall likewise exclude an applicant or tenderer if the convicted person is authorised to represent, monitor or make decisions in the board, management or supervisory committee of the applicant or tenderer.
The contracting authorities shall exclude an applicant or tenderer from participation in a procurement procedure if the applicant or tenderer has been convicted by final judgement or who has been fined for money laundering or terrorist financing, as defined in Article 1 of Directive 2005/60/EC of the European Parliament and of the Council of 26 October 2005 on the prevention of the use of the financial system for the purpose of money laundering and terrorist financing (OJ L 309, 25.11.2005, p. 15).

The contracting authorities shall also exclude an applicant or tenderer where a person who has been convicted by final judgement or who has been fined for the above-mentioned offences is a member of the board, management or supervisory committee of the applicant or tenderer. 

The contracting authorities shall likewise exclude an applicant or tenderer if the convicted person is authorised to represent, monitor or make decisions in the board, management or supervisory committee of the applicant or tenderer.
The contracting authorities shall exclude an applicant or tenderer from participation in a procurement procedure if the applicant or tenderer has been convicted by final judgement or who has been fined for actions committed as part of a criminal organisation as defined in Article 2 of Council Framework Decision 2008/841/JHA of 24 October 2008 (Official Journal of the European Union 2008, No. L 300, page 42).

The contracting authorities shall also exclude an applicant or tenderer where a person who has been convicted by final judgement or who has been fined for the above-mentioned offences is a member of the board, management or supervisory committee of the applicant or tenderer. 

The contracting authorities shall likewise exclude an applicant or tenderer if the convicted person is authorised to represent, monitor or make decisions in the board, management or supervisory committee of the applicant or tenderer.
The contracting authorities shall exclude an applicant or tenderer from participation in a procurement procedure if the applicant or tenderer has been convicted by final judgement or who has been fined for acts of terror or criminal acts related to terrorist activities within the meaning of Article 1, 3 and 4, respectively, of Council Framework Decision 2002/475/JHA of 13 June 2002 on combating terrorism (Official Journal of the European Union 2002, No. L 164, page 3) and amending Council Framework Decision 2008/919/JHA of 28 November 2008 amending Framework Decision 2002/475/JHA on combating terrorism (Official Journal of the European Union 2008, No. L 330, page 21).

The contracting authorities shall also exclude an applicant or tenderer where a person who has been convicted by final judgement or who has been fined for the above-mentioned offences is a member of the board, management or supervisory committee of the applicant or tenderer.

The contracting authorities shall likewise exclude an applicant or tenderer if the convicted person is authorised to represent, monitor or make decisions in the board, management or supervisory committee of the applicant or tenderer.

Eligibility requirements: EQUITY

The applicant must submit an ESPD, in which the applicant must declare their equity in the latest available financial year (depending on when the applicant was established or started their business). The applicant must confirm the economic standing in the ESPD part IV.B with information from the latest annual report.

In the case of a group of applicants (consortium), each participant in the group must submit a separate ESPD, including a consortium declaration, which is included in the tender documents.

If the applicant relies on the economic and financial standing of other entities (e.g., entities within the same group, including parent, sister, or subsidiary companies), each of these entities must submit a separate ESPD, including a corresponding statement of support regarding the economic and financial standing that the entity provides to the applicant (and not other economic and financial standing). The statement of support is included in the tender documents.

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MINIMUM REQUIREMENT: It is a minimum requirement that the applicant, in the latest available financial year (depending on when the applicant was established or started their business), has had an equity of at least EUR 100,000.

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If several companies participate jointly in the procurement procedure as a consortium, the fulfillment of minimum requirements will be assessed based on the combined economic capacity of the companies. Equity is calculated as the total equity of the companies in the most recent available financial year, i.e., the companies' equity is combined.

Each of these entities must also assume joint liability for the execution of the contract, cf. the Danish Procurement Act section 144(6).

The applicant must, upon request, be able to document the fulfillment of minimum requirements by submitting approved annual reports or an auditor’s statement containing the figures for equity and total assets referenced in the ESPD.

The applicant may also document compliance by any other document deemed appropriate by the contracting authorities, if the tenderer for a valid reason is unable to submit the above documents.
TOTAL ASSETS

The applicant must submit an ESPD, in which the applicant must declare their total assets in the latest available financial year (depending on when the applicant was established or started their business). The applicant must confirm the economic standing in the ESPD part IV.B with information from the latest annual report.

In the case of a group of applicants (consortium), each participant in the group must submit a separate ESPD, including a consortium declaration, which is included in the tender documents.

If the applicant relies on the economic and financial standing of other entities (e.g., entities within the same group, including parent, sister, or subsidiary companies), each of these entities must submit a separate ESPD, including a corresponding statement of support regarding the economic and financial standing that the entity provides to the applicant (and not other economic and financial standing). The statement of support is included in the tender documents.

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MINIMUM REQUIREMENT: It is a minimum requirement that the applicant, in the latest available financial year (depending on when the applicant was established or started their business), has had an equity ratio of at least 15 %. The equity ratio is calculated as a percentage by dividing equity by total assets.

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If several companies participate jointly in the procurement procedure as a consortium, the fulfillment of minimum requirements will be assessed based on the combined economic capacity of the companies. The equity ratio is calculated as the total equity of the companies for the latest available financial year, divided by the total assets of the companies for the financial year, expressed as a percentage.

Each of these entities must also assume joint liability for the execution of the contract, cf. the Danish Procurement Act section 144(6).

The applicant must, upon request, be able to document the fulfillment of minimum requirements by submitting approved annual reports or an auditor’s statement containing the figures for equity and total assets referenced in the ESPD.

The applicant may also document compliance by any other document deemed appropriate by the contracting authorities, if the tenderer for a valid reason is unable to submit the above documents.
The applicant must submit an ESPD, in which the applicant must provide a list of the most significant comparable service deliveries performed in the last (3) three years, specifying the amounts, dates, and recipients. The technical and professional ability will be assessed based on references which is stated in ESPD part IV.C.

In case of an association of applicants (consortium), each participant in the consortium shall submit a separate ESPD, including a consortium declaration, which is included in the tender documents.

If the applicant relies on the technical and professional ability of other entities (e.g., entities within the same group, including parent, sister, or subsidiary companies), each of these entities must submit a separate ESPD, including a corresponding statement of support regarding the technical and professional ability that the entity provides to the applicant (and not other technical and professional ability). The statement of support is included in the tender documents. 

The applicant is, as part of the application, allowed to submit up to three (3) most comparable and relevant references undertaken in the past three years. By "undertaken in the past three years” implies that the reference must not have been completed/terminated prior to the date reached when counting three years backwards from the submission date for prequalification. References older than this will not be taken into consideration. References which have not yet been fully completed can be included as part of the application, however, the applicant must describe the parts which have not yet been delivered, and this may affect the evaluation of the application.

If the applicant is relying on the capacity of other entities or the applicant is a group of economic operators the maximum number of references to be submitted must still be respected and cannot exceed three (3) when combined. 

If more than three (3) references are attached, the contracting authorities will only consider the first three references.

The references should include the following information: 
• Customer name of the system
• A description of the delivered system 
• Usage of the system (e.g., number of users, coverage area, etc.)
• Contract value (if possible)
• Date of initiation and completion/termination of the contract (day, month, year). If the reference is not yet completed/terminated the expected date of completion/termination should be entered. 

The references should document the applicant's most relevant deliveries in relation to the system tendered by the contracting authorities.

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SELECTION OF APPLICANTS
If more than three (3) applicants fulfill the requirements for suitability and economic/financial minimum requirements, the contracting authorities will prequalify the three (3) applicants who are evaluated as most qualified for the specific tendered assignment. The selection of the applicants will be based on the applicant’s references. The assessment of the references will be based on to which extent the references demonstrate relevant experience with deliveries comparable to the settlement system regarding scale, complexity, architecture, and especially concerning:

• Architecture aligned with the principles of Software as a Service (SaaS).
• Integration to system, including input and output data. 
• Economic disciplines as building models for calculating and managing contractual rates and indexation.


The reference list included in the ESPD is serving as the final documentation of the applicant's references.
The contract contains special conditions for its performance in the form of clauses. Further details are provided in the tender documents.
The Sub-criteria are specified in the Tender Conditions.
Complaints must be submitted within the deadlines set out in the Danish Act on the Complaints Board for Public Procurement. The current time limits relevant to this procurement are as follows:

A company’s complaint regarding not having been prequalified must be submitted to the Complaints Board for Public Procurement no later than 20 calendar days from the day after the date on which the contracting authorities have sent notification to the affected applicants regarding the outcome of the prequalification process, cf. section 7(1) of the Act.

All other complaints must be submitted to the Complaints Board for Public Procurement no later than 45 calendar days from the day after the date on which the contracting authorities have published a contract award notice in the Official Journal of the European Union, cf. section 7(2)(1) of the Act.

No later than at the time of submission of a complaint to the Danish Complaints Board for Public Procurement, the complainant shall inform the contracting authorities in writing that a complaint is submitted to the Danish Complaints Board for Public Procurement and whether the complaint was submitted during the standstill period.

In cases where the complaint was not submitted during the periods stated, the complainant shall also state if a stay of proceeding is claimed.
The procurement comprises a Contract for the establishment, operation, maintenance, and support of a Settlement System as a Service for public transport (the Contract). 

The Contracting Authorities consist of Nordjyllands Trafikselskab, Midttrafik, Sydtrafik, and Fynbus. The four public transport authorities consist of the Contracting Authorities. The purpose of this project is to implement a new common Settlement System that will ensure timely and efficient settlement (and budget calculations) for public transport. The scope of the services concerns the implementation, maintenance, and further development of an IT system for settlement for public transport in Danish Public Transport Authorities (PTA). The system must be able to import data from an external planning system, which is currently out for tender.

The PTAs are not the same in size, and therefore the workload in connection with installation, onboarding, training, etc. will vary per PTA. The number of operating buses varies from approximately 350 to approximately 800 for a PTA, including the number of hours per bus ranging from 1900 hours to 2200 hours. 

The procured Contract contains elements of a framework agreement, as the Contact obliges the supplier to deliver the above-mentioned Settlement System as well as it enables the Contracting Authorities to purchase the ad hoc services outlined in the Contract at an agreed hourly rate for ad hoc assistance during the term of the Contract. 

The Contract is expected to enter into force in ultimo April 2026. 

The currency for this procurement: EUR.

Please refer to the tender documents for further information.
At the Supplier.

Winner: Sydtrafik