Public procurement notice: Contract Notice
Published: 2024-08-14
Region: DK012
Contract type: Services
Procedure: Negotiated with prior call for competition
CPV classification: 34110000: Passenger cars | 50111000: Fleet management and maintenance services
Estimated value: 304000000 DKK
Submission deadline: 2024-09-13
Award criteria: price, quality

Technical requirements: The Contract is a Framework Agreement for the delivery of ​vehicle leasing and associated fleet management services​ to the Contracting Entity.  
The Tender Procedure is divided into two lots which cover different geographic scopes.  
Lot 1: Denmark 
Lot 2: Sweden, Germany, Poland, Netherlands, Belgium, United Kingdom and Republic of Ireland.
The two lots covers different geographical scopes and the Tenderer must be able to deliver the vehicles within the given geographical scope as well as provide the related services to the Contracting Entity within these areas.
Regarding the information included about the estimated value of 304,000,000 DKK and the maximum value of 400,000,000 DKK these estimates are based on the combined estimated and maximum value of lot 1 and lot 2.
The Contracting Entity has made the following estimates for all the entities who can purchase under the Framework Agreement: 
Lot 1: Estimated value 216,000,000 DKK 
Lot 2: Estimated value 88,000,000 DKK 
The above estimates are indicative and the aggregated purchases made under the Framework Agreement may vary from the above estimates. Unforeseen circumstances might occur if for instance new projects, strategic changes or new needs arise. 
Therefore, the Contracting Entity has decided to also include the following maximums: 
Lot 1: Maximum value 280,000,000 DKK 
Lot 2: Maximum value 120,000,000 DKK 
The estimated value and the maximum value does not preclude or change the Contracting Entity’s possibilities to make modifications to the Contract, cf article 89 of the Utilities Directive.
Information about the Applicant’s economic and financial capacity 
The Applicant is encouraged to provide the following figures in the eESPD or preferably in Annex I Answering Template based on the latest two signed and approved annual reports: 
- Turnover (revenue) 
- Earnings before tax (EBT) 
- Current assets 
- Total assets (sum of all assets) 
- Total shareholder’s equity (equity including minority shares) 
- Current liabilities 
- Intangible assets 
- Inventories 
- Trade receivables 
- Cash and cash equivalents 
- Trade payables 
- Total interest-bearing debt (bank loans, draw on revolving credit facilities and corporate bonds) 
If the Applicant is a newly established legal entity and therefore is not able to submit the abovementioned figures the Applicant is encouraged to provide the opening balance. 
If the Applicant only has one approved annual report at the time of the Prequalification Deadline the Applicant is encouraged to provide those figures and is encouraged to inform the Contracting Entity that the Applicant only has one approved annual report. 
A newly established legal entity is encouraged to consider relying on the economic and financial capacity of the parent company or any other supporting entity. 
The Applicant is encouraged to submit a description of its ownership and corporate structure. If the Applicant is a subsidiary, the Applicant is encouraged to submit the name of the highest possible group parent – being an entity directly or indirectly controlling more than 50 % of the Applicant. The information may be provided in part V of the eESPD. The Contracting Entity reserves the right to set a deadline for submission of the description of ownership structure after the deadline for request to participate. 
If the Applicant relies financially on another legal entity, and this entity is a parent company to the Applicant and the companies have consolidated accounts, it is possible to submit financial information for the parent company only but it is to be made clear from part II C of the eESPD that the Applicant relies on the economic and financial information of the parent company or any other supporting entity by ticking “yes” in section II C of the eESPD: “Does the economic operator rely on the capacities of other entities…”. In such cases the Applicant is encouraged to state that it has consolidated accounts. 
If the Applicant is part of a profit sharing agreement with another legal entity, cf. for example Germany’s Ergebnisabführungsvertrag or equivalent legal arrangement or if the parent company of the Applicant has made a statement according to the Dutch Civil Code article 2:403 (a “403 statement”) or equivalent legal arrangement, the Applicant should declare in the ESPD part II C that it relies on another entity. Further the supporting entity shall fill out a separate ESPD. The Applicant or the supporting entity is encouraged to explicitly mention the profit sharing agreement/403 statement in the eESPD part V. In case of a profit sharing agreement the evaluation will be based on the figures for the financially strongest entity participating in the arrangement. Only this company has to insert financial figures in the eESPD part V. 
Assessment of economic and financial capacity 
The evaluation of the Applicant’s economic and financial capacity will be based upon the information submitted and will be an assessment of the following three areas (in prioritized order), all for the latest signed and approved annual report unless otherwise mentioned below: 
a) Capital structure, in prioritized order consisting of: 
- Order amount to equity,  
- Solvency ratio, and  
- (i) Debt to equity and (ii) debt to earnings 
b) Liquidity, in prioritized order consisting of: 
- Current ratio (current assets / current liabilities)  
- Change in net working capital (change in inventory and change in trade receivables subtracting change in trade payables) (based on both signed and approved annual reports) 
c) The following three criteria has the same weight: 
- Profitability  
- Current ratio (the oldest of the two latest signed and approved annual reports) 
- Profitability (the oldest of the two latest signed and approved annual reports) 
In the case of economic and financial support from a Supporting Entity the information will be based on the combined financial figures from both entities which accordingly both have to insert financial figures in the eESPD part V, unless the Applicant and the companies have consolidated accounts, cf. 3.2.3.1.6 above. The same applies if the Applicant is a Consortium.  
If the Applicant has not provided all or any of the figures mentioned in Section 3.2.3.1.1 or the opening balance as mentioned in Section 3.2.3.1.2, the Contracting Entity may choose to ask for this information. However, the Contracting Entity also has the choice of assessing the figures or the opening balance based on the information provided by the Applicant, in such case, it will be evaluated negatively in the assessment that the Applicant has not submitted all the relevant information.
Information about the Applicant’s experience 
The Applicant is encouraged to provide the following information about the Applicant’s completed experience with the services mentioned in Section 2.2 in part V of the eESPD or in the provided Answering Template (Annex I): 
- Title of reference 
- Name of the reference customer 
- Name and mail address of contact at reference customer 
- Locations/countries at which the Applicant delivered the Services to the reference customer 
- Average contract value per year (preferably in DKK) 
- Contract duration, start date (month/year) and end date (month/year or ongoing) 
- Description of the services delivered to the customer within the contract 
A maximum of five references can be submitted as information under the selection criterion “Experience” for each lot which the Applicant applies for. If more references are submitted, only the most recent references up to the maximum number of references will be considered. The most recent references will be determined based on start date. 
If any framework agreements are submitted as part of an Applicant’s references, Applicants are encouraged to submit the requested information for the most recent or most significant call-off contract(s) concluded under such framework agreements. References only to the award of a framework agreement without reference to any call-off contract thereunder will be disregarded on the basis that no references have been referred to. 
No additional documentation for the selection criterion for experience will be required from the Applicant. However, the Contracting Entity reserves the right to contact the Applicant or relevant third parties for verification of the information stated in the description(s). 
Assessment of experience 
The Applicant’s experience will be based on the information submitted in accordance with the above and will be an overall assessment of the similarity with the scope of the Contract. Therefore, it will be considered positive the more of the following each reference covers: 
Lot 1:  
- Delivery of Services similar to the scope of the Contract and as many of the Services in scope as possible for the same customer, cf. section 2.2 of the Prequalification Notice
- Deliveries with a value equivalent to or larger than the Contract Value (measured annually), cf. section 2.2 if the Prequalification Notice
See the tender material for a full description of the terms of performance.