Public procurement notice: Contract Notice
Published: 2016-05-14
Buyer: Hovedstadens Beredskab I/S
Country: DK
Region: Hovedstaden
Contract type: Supplies
Procedure: Competitive procedure with negotiation
CPV classification: 72000000 | 72200000 | 72250000: System and support services | 72260000: Software-related services
Estimated value: 6000000 DKK
Submission deadline: 2016-06-14
Award criteria: The most economic tender

Technical requirements: Υπηρεσίες τεχνολογίας των πληροφοριών: παροχή συμβουλών, ανάπτυξη λογισμικού, Διαδίκτυο και υποστήριξη
The Capital Region Emergency Response Agency (Greater Copenhagen Fire Department) is established 1.1.2016 in order to carry out preventive and remedial emergency measures within the geographical areas of the municipalities of Albertslund, Brøndby, Frederiksberg, Glostrup, Hvidovre, Copenhagen and Rødovre (All mentioned as ‘the owner municipalities’). The tasks shall be carried out at a high professional level of preparedness, efficiently and in such a way that municipalities, businesses and citizens will experience simple, flexible case management and a safety-minded emergency organisation. In addition to its primary tasks, Greater Copenhagen Fire Department can undertake those that are natural extensions of them, for 1 or more of the owner municipalities or for other public authorities, including in the submission of bids for the present tender.
The Contracting Authority is looking to procure a software system to support its work force management processes. The details of the technical and functional requirements are outlined in the tender specifications. The Workforce Management System (WMS) is to help the Contracting Authority reduce the administrative overhead for managing work force and improve employee satisfaction by easing swaps of duties. The Contracting Authority will conclude 1 contract with 1 supplier. The Contract includes an option regarding education of End-Users.
If more applicants meet the minimum qualification requirements than the number of applicants that the Contracting Authority will invite to submit tenders, see item of the Contract Notice, and these tenderers are not subject to exclusion, the Contracting Authority will make the selection based on the objective and non-discriminating criteria stated below.
If more applicants meet the minimum qualification requirements than the number of applicants that the Contracting Authority will invite to submit tenders, see item of the Contract Notice, and these tenderers are not subject to exclusion, the Contract Authority will make the selection based on the objective and non-discriminating criteria stated below in section III (see ESPD-document, clause V).
The Contracting Authority will select the applicants who are generally evaluated to have the best and most relevant technical experience based ons the applicants references, cf. section III.1.3) clause 1). The Contracting Authority will invite 3 applicants to submit tender bids.
The European Single Procurement Document will act as preliminary evidence that the applicant/tenderer is not subject to exclusion and that the applicant/tenderer meets the qualification requirements.
Questions must be forwarded by Mercell Sourcing System. All e-mail inquiries must be marked ‘Tender — Workforce Management System’. Please note that all inquiries must be in writing. Inquiries cannot be made by phone or by personal contact. Any questions concerning the tender documents must be made during the pre-qualification and tender phase. The tenderers are requested to ask any questions no later than at the dates appearing in section 7 above. Questions will be answered to the extent possible no later than 6 days prior to the expiry of the deadlines for application and submission of a final tender. Any questions received later than 6 days after the expiry of the deadlines for application and submission of a final tender will not be answered. It is a requirement that the applicant/tenderer is not subject to exclusion. Further, the applicant/tenderer must meet the qualification requirements stipulated in item of the Contract Notice. The European Single Procurement Document will act as preliminary evidence that the applicant/tenderer is not subject to exclusion and that the applicant/tenderer meets the qualification requirements. The applicant/tenderer shall apply the European Single Procurement Document as preliminary evidence. Alternative statements etc. cannot replace the European Single Procurement Document. The Contracting Authority will not consider applications or tender bids that do not include the European Single Procurement Document as preliminary evidence. The applicant/tenderer must fill out the European Single Procurement Document in accordance with the Contracting Authority's directions in item of the Contract Notice.
Prior to the award, the successful tenderer must submit documentation of the information provided in the European Single Procurement Document. The Contracting Authority will only award the contract if the Contracting Authority has verified (based on the above documentation) that the tender bid is submitted by an applicant, who: 1) is not subject to exclusion; 2) meets the qualification requirements; and 3) has been selected to submit a tender bid under section 145 of the Procurement Act.
Under item of the Contract Notice the applicant/tenderer must state as follows in the European Single Procurement Document: The Contracting Authority will apply all the offences and all of the professional misconducts listed in Article 135-137 of the Danish Procurement Act (Act No 1564/2015) to the decision of whether an applicant is eligible to be invited to tender. The applicant will be required to confirm whether they do or do not have any of the listed criteria as part of the pre-qualification process. The Contracting Authority must invite minimum 3 applicants to submit tender bids. When selecting among the compliant applicants who meet the requirements for financial and technical capability, the contracting authority will select the applicants who are generally evaluated to have the best and most relevant technical experience based on the applicant's references.
The award criterion is the best balance between price and quality The tenderer is not entitled to submit alternative tender bids.
2. The applicant must have a solvency ratio of minimum 15. (see ESPD-document, clause IV.B.4)).(for the last 2 fiscal years).
Technical and professional capability it is provided that: As evidence of the applicant's technical capability, the applicant must enclose: 1) A list of references describing minimum 3 similar or identical supplies made by the applicant in the last 3 years (see ESPD-document, clause IV.C.1b)), maximum 10 references and 1 A4 page per reference. The description must contain the following: a) The customer's name, address, telephone number and contact person. b) The date of performance. c) A brief description of the delivery and the scope. (If the performance of the contract has not been finalised, please state which part of the contract has been performed). 2) A statement concerning the applicants professional and educational competences in general within the field of the Contract (see ESPD-document, clause IV.C.6). 3) A statement concerning the applicant's annual average number of employees and executives in the last 3 years (see ESPD-document, clause IV.C.8)). The applicant must employ minimum 5 persons during these 3 years.
If the applicant is a consortium/consolidation of companies/ subcontractors the applicant must submit a separate ESPD-document for each participant, cf. ESPD-document, clause II.A, C and D.
Pursuant to Danish Act on The Complaints Board for Public Procurement (act No 492 of 12.5.2010 with subsequent amendments — available at www.retsinformation.dk), the following time limits for filing a complaint apply: Complaints regarding a candidate not being pre-qualified must be filed with The Complaints Board for Public Procurement within 20 calendar days starting the day after the contracting authority has sent notification to the candidates involved, cf. § 171(2) of of the Danish act on Public Procurement (act No 1564 of 15.12.2015– available at www.retsinformation.dk) or § 2(1) of the Danish Act on The Complaints Board for Public Procurement, provided that the notification includes a short account of the relevant reasons for the decision. Other complaints must be filed with The Complaints Board for Public Procurement within: 1) 45 calendar days after the contracting authority has published a contract award notice in the Official Journal of the European Union (with effect from the day following the publication date). 2) 30 calendar days starting the day after the contracting authority has informed the tenderers in question, that the contracting authority has entered into a contract based on a framework agreement through reopening of competition or a dynamic purchasing system, provided that the notification includes a short account of the relevant reasons for the decision. 3) 6 months starting the day after the contracting authority has sent notification to the candidates/tenderers involved that the contracting authority has entered into the framework agreement, cf. § 2(2) or § 171(4) of the Act on Public Procurement, provided that the notification included a short account of the relevant reasons for the decision. 4) 20 calendar days starting the day after the contracting authority has published a notice concerning his decision to uphold the contract, cf. § 185(2) of the Act on Public Procurement. The complainant must inform the contracting authority of the complaint in writing at the latest simultaneously with the lodge of the complaint to The Complaints Board for Public Procurement stating whether the complaint has been lodged in the stand-still period, cf. § 6(4) of the Act on The Complaints Board for Public Procurement. If the complaint has not been lodged in the stand-still period, the complainant must also state whether it is requested that the appeal is granted delaying effect, cf. § 12(1) of the said Act. The e-mail of The Complaints Board for Public Procurement is stated in section VI.4.1). The Complaints Board for Public Procurement's own guidance note concerning complaints is available at the internet address stated in section VI.4.1).

Eligibility requirements: Questions must be forwarded by Mercell Sourcing System. All e-mail inquiries must be marked ‘Tender — Workforce Management System’. Please note that all inquiries must be in writing. Inquiries cannot be made by phone or by personal contact. Any questions concerning the tender documents must be made during the pre-qualification and tender phase. The tenderers are requested to ask any questions no later than at the dates appearing in section 7 above. Questions will be answered to the extent possible no later than 6 days prior to the expiry of the deadlines for application and submission of a final tender. Any questions received later than 6 days after the expiry of the deadlines for application and submission of a final tender will not be answered. It is a requirement that the applicant/tenderer is not subject to exclusion. Further, the applicant/tenderer must meet the qualification requirements stipulated in item of the Contract Notice. The European Single Procurement Document will act as preliminary evidence that the applicant/tenderer is not subject to exclusion and that the applicant/tenderer meets the qualification requirements. The applicant/tenderer shall apply the European Single Procurement Document as preliminary evidence. Alternative statements etc. cannot replace the European Single Procurement Document. The Contracting Authority will not consider applications or tender bids that do not include the European Single Procurement Document as preliminary evidence. The applicant/tenderer must fill out the European Single Procurement Document in accordance with the Contracting Authority's directions in item of the Contract Notice. (See sections 8.1 and 8.2 below). Prior to the award, the successful tenderer must submit documentation of the information provided in the European Single Procurement Document. The Contracting Authority will only award the contract if the Contracting Authority has verified (based on the above documentation) that the tender bid is submitted by an applicant, who: 1) is not subject to exclusion; 2) meets the qualification requirements; and 3) has been selected to submit a tender bid under section 145 of the Procurement Act. Under item of the Contract Notice the applicant/tenderer must state as follows in the European Single Procurement Document: The Contracting Authority will apply all the offences and all of the professional misconducts listed in Article 135-137 of the Danish Procurement Act (Act No 1564/2015) to the decision of whether an applicant is eligible to be invited to tender. The applicant will be required to confirm whether they do or do not have any of the listed criteria as part of the pre-qualification process. The Contracting Authority must invite minimum 3 applicants to submit tender bids. When selecting among the compliant applicants who meet the requirements for financial and technical capability, the contracting authority will select the applicants who are generally evaluated to have the best and most relevant technical experience based on the applicant's references. The award criterion is the best balance between price and quality The tenderer is not entitled to submit alternative tender bids.

Award value: 6000000