Public procurement notice: Contract Award Notice
Published: 2019-09-03
Buyer: The Ministry of Foreign Affairs, Danish Embassy in Kiev
Country: DK
Contract type: Services
Procedure: Competitive procedure with negotiation
CPV classification: 48612000: Database-management system | 48800000 | 51600000 | 72230000: Custom software development services | 72240000
Estimated value: 19445495.54 DKK
Award criteria: The most economic tender

Technical requirements: The Ministry of Foreign Affairs, Danish Embassy in Kiev (MFA) has entered into a contract regarding procurement of an eCase Management System (eCase MS), including hardware, integration, migration, maintenance, support and development related to the eCase MS, as part of the EU Anti-Corruption Initiative (EUACI), which is the largest EU supported programme in the area of anti-corruption in Ukraine. The overall objective of the EUACI is to improve implementation of anti-corruption policy in Ukraine, thereby ultimately contributing to a reduction in corruption. This procurement is a joint project aiming to design, develop and supply an eCase MS for the National Anticorruption Bureau of Ukraine (NABU) and the specialised anticorruption prosecutor’s office (SAPO). The eCase MS is supposed to provide extensive functionality for automation of the pre-trial investigation workflow. The stakeholders are NABU, SAPO, HACC, lawyers, other persons, involved in pre-trial case.
The eCase MS shall allow dealing with at least 1 500 unique cases per year with at least 280 NABU users, 80 SAPO users, varying number lawyers, experts and involved persons, generating more than 100 000 unique events per year to use the eCase MS.
2) Allow replacing where it is applicable all paper-based documents in the case with electronically signed documents;
4) Assign detectives and prosecutors to the criminal cases, set up investigation and prosecution groups;
5) Document procedural actions, as well as create, review and approve respective procedural documents (protocols, complaints, etc.);
6) Upload, download and view all the annexes to the procedural documents including scan-copies, photos, audio- and video-records;
8) Plan execution of procedural actions and track status of their delivery, assign and track deadlines to the actions;
10) Segregate and control user access to the system to ensure rights to data according to roles, users, profiles and standards to access and restrictions to information security in terms of pre-trial investigations.
The tenderer shall be able to provide change management, such as system configuration, new functionalities and system development in accordance with the Beneficiary’s needs and change requests in order to develop the eCase MS.
The MFA shall be the exclusive owner of any and all intellectual property rights vested in any parts of the delivery developed specifically for the MFA, including any customised software to the designed eCase MS and the tenderer shall deliver the source code to the customised software included in the eCase MS to MFA as part of the delivery.
The tenderer shall be able to deliver maintenance and support for a 4-year period after the warranty period. MFA is not obligated to procure maintenance and support for the entire 4 -year period and may by notice terminate maintenance and support subject to 6 months’ prior notice for expiry on the first day of a month, provided always that such expiry shall not take effect until one year from the acceptance date.
The MFA is entitled at any time to assign partially or completely its rights and obligations under the contract to another public institution, hereunder the beneficiary. The MFA is expected to assign all rights and obligations under the contract to the beneficiary within 2 years after delivery but is not subject to any requirement in this respect.
An English translation of the Danish Public Procurement Act is available on: https://www.kfst.dk/media/46419/the-public-procurement-act.pdf
As stated in the contract award notice 2019/S 136-335691 the contracting authority only received irregular tender – tenders not fulfilling the minimum requirements. As a result, the contracting authority has applied a competitive procedure with negotiation without publication of a contract notice, cf. Section 61(4) of Public Procurement Act. The contracting authority has not published a contract notice as all tenderers included in the open procedure have submitted tenders in accordance with formal requirements of the procurement procedure and they all comply with the requirement stipulated in Section 159 (2)(2)(1-3), cf. Section 61(4) of the Public procurement Act.
The negotiated procurement procedure was be based on the procurement documents from the previous open procedure.


Winner: Synergy International Systems
Award value: 19445495.54
Number of bids: 3