Audio guide system for the exhibition at H.C. Andersen's House

The notice is regarding Museum Odense S/I’s purchasing of an Audio Guide for the main exhibition at H.C. Andersen’s House, cf. part II.2.4. Museum Odense is a state recognised museum and a self-owning institution located in the city of Odense. The Museum has app. 150 employees and runs 6 museums: Hans Christian Andersen’s House, The Funen Village, The city museum Møntergården, Carl Nielsen Museet and the childhood homes of Hans Christian Andersen and Carl Nielsen. The museum is one of Denmarks largest with a yearly visitor number of around 400.000 all in all, c. 200.000 in H.C. Andersen’s House.

The Municipality of Odense with generous support from the A.P. Moller Foundation, the Augustinus Foundation, the Knud Højgaard Foundation and the Nordea Foundation built the new H.C. Andersen’s House, wich opened in 2021 as a museum and an attraction where young and old alike can explore the author’s universe in a submersive experience through architecture that inspires imagination and play.

Museum Odense is conducting a seperate tender procedure regarding the delevopment and partial renewal of the main exhibition at H.C. Andersen’s House. The purporse of that tender is to build on the strengths of the present exhibition in H.C. Andersen’s House and develop it further in certain key aspects. The exhibition should provide better opportunity for visitors to have a shared, social experience. The exhibition should accommodate several types of guests and especially be more welcoming to families with children by providing a shared learning experience. The overall atmosphere in the exhibition should be warmer, more organic and convey the imaginative feeling of wonder from Andersen’s fairy tales. Also, the exhibition should encourage revisits to a greater extent.

A central part of the project is a replacement of the current mandatory, automatically triggered Audio Guide system with a different Audio Guide offered as an option to visitors. This tender procedure concerns a complete remodeling of the Audio Guide system. This includes:

• A new audio guide system triggered by the user (e.g., nfc tags)

• The audio guide should be optional rather than mandatory in the biographical part of the exhibition.

• The experience and functionality of the fairy tale realm should no longer be dependent on an audio guide.

• The current audio recordings in four languages will continue to form the mainstay of the audio experience in the renewed exhibition. However, new, parallel tracks/tours can be added as part of the enhanced and layered dissemination (e.g., a tour for the literary interested).

The Supplier of the Audio Guide system must collaborate with the Contractor who will be responsible for the delevopment and partial renewal of the exhibition.

The Contracting Authority shall have the option to purchase an additional amount of up to 100 Audio Guides with necessary charging stand(s) to cover the charging of the additional Audio Guides, further the option also covers an expansion of the applicable service agreement and licenses. The additional purchase will be made in accordance with the prices set out in Annex 2 “Prices” to the Agreement.

The Agreement is not divided into lots, cf. Section II.1.6, as it is necessary to have only one supplier for the delivery of both the goods (audio guides and charging stands) and the service thereof.

1) The Tenderer must submit information on the Tenderer’s annual turnover in the last audited financial year

2) The Tenderer must submit information on the Tenderer’s equity in the last audited financial year

The information shall be stated in the European Single Procurement Document (ESPD), Part IV.B, cf. section VI.3 below.

The Tenderer must comply with the following minimum requirements:

• The annual turnover for the last financial year must be at least 5.000.000 DKK.

• The equity for the last financial year must be positive.

According to § 144 of the Public Procurement Act, a Tenderer may rely on the economic and financial standing of other entities, regardless of the legal nature of the links between the entities. Where an economic operator wants to rely on the capacities of other entities, it shall as part of the application prove to the Contracting Authority that it will have at its disposal the resources necessary, for example by producing a commitment by those entities to that effect, cf. 14.3 in the Tender Conditions.

If the Tenderer relies on other entities’ economic and financial standing, the turnover and equity is calculated as the Tenderer’ and the supporting entities’ total equity in the last finished and audited financial year.

If the Tenderer is an association of businesses (e.g. a consortium), the turnover and equity is calculated as the business in the association’s total equity in the last finished and audited financial year.

The Tenderer must list the above-mentioned information regarding economic and financial standing in the ESPD Part IV.B.

The Tenderer must submit references in the European Single Procurement Document (ESPD), Part IV.C, cf. section VI.3 below.

The Tenderer must comply with the following minimum requirements regarding the Tenderer’s technical and professional ability:

• The Tenderer must have 1 reference regarding the delivery of at least 150 audio guides with charging stands to an institution with a large visitor number that rotates frequently throughout the day, meaning the several different visitors use the same audio guide over a day, e.g., a museum or similar institution. The reference must have been carried out within three years prior to the deadline for the submission of the Offer.

• The Tenderer must have 1 reference regarding a service agreement for at least 150 audio guides to an institution with a large visitor number that rotates frequently throughout the day, meaning the several different visitors use the same audio guide over a day, e.g., a museum or similar. The reference must have been carried out within three years prior to the deadline for the submission of the Offer.

The minimum requirements can be met by one reference including both requirements or by two references each including one of the requirements.

According to § 144 of the Public Procurement Act, a Tenderer may rely on the technical and professional ability of other entities, regardless of the legal nature of the links between the entities. Where an economic operator wants to rely on the capacities of other entities, it shall as part of the application prove to the Contracting Authority that it will have at its disposal the resources necessary, for example by producing a commitment by those entities to that effect, cf. 14.3 in the Tender Conditions.

If the Tenderer relies on other entities’ technical and professional ability, it is sufficient that the supporting entities or the Tenderer and the supporting entities jointly meet(s) the above minimum requirement.

If the Tenderer is an association of businesses (e.g. a consortium), it will be sufficient that one of the businesses in the association or the business in the association or the businesses in the association jointly meet(s) the above minimum requirement.

The Tenderer must list the above-mentioned information regarding technical and professional standing in the ESPD Part IV.C.

See the Agreement.

In accordance with the Danish Act on Public Procurement (Consolidated Act No. 10 of 6 January 2023 — available at www.retsinformation.dk) § 148, the Contracting Authority must demand that the Tenderer completes the European Single Procurement Document (ESPD) as preliminary evidence in replacement of certificates issued by public authorities or third parties confirming that the Tenderer fulfils the requirements listed in § 148(1) of the said Act.

The ESPD is available on Ethics at the URL stated in Section I.3) of this contract notice together with the rest of the tender documents. The ESPD should be completed via Ethics.

The Tenderer shall complete the ESPD, Part II A, B and C, Part III A, B and C & Part IV B and C. According to § 144 of the said Act, a Tenderer may rely on the economic, financial and/or technical capacity of other entities, regardless of the legal nature of the links between the entities. Where an economic operator wants to rely on the capacities of other entities, it shall as part of the application prove to the Contracting Authority that it will have at its disposal the resources necessary, for example by producing a commitment by those entities to that effect.

A Tenderer who relies on the capacity of other entities shall ensure that the Contracting Authority receives the Tenderer’s own ESPD together with a separate ESPD with the relevant information for each of the entities that the Tenderer relies upon. Finally, when groups of entities, including temporary joint ventures, participates in the Tender Procedure together, each of the participating entities must complete a separate ESPD with the information required in Part II-IV. If the same legal entity is a part of several applications, the Tenderer must ensure, that the entity’s participation does not provide an opportunity to mutually affect the content of the different Tenderer’s tenders.

Prior to a decision on the award of the contract, documentation for the information stated in the ESPD must be produced, cf. §§ 151-155 of the said Act. At any stage of the Tender Procedure, the Contracting Authority further reserves the right to request a Tenderer to submit documentation, if this is required to ensure that the procedure is conducted correctly. The Contracting Authority shall exclude a Tenderer from participation in the Tender Procedure if the Tenderer is subject to one of the mandatory and voluntary exclusion grounds in §§ 134a - 136 and 137, subsection 1, number (1), (2), and (4) of the said Act. The Tenderer shall submit information in this respect in the ESPD.

Alongside with the request for documentation for information stated in the ESPD, the Contracting Authority will require a declaration from the Tenderer in which the Tenderer declares that there is no Russian involvement in the contract exceeding the limits set in Article 5k of Council Regulation (EU) No 833/2014 of 31 July 2012 concerning restrictive measures in view of Russia’s actions destabilizing the situation in Ukraine, as amended by Council Regulation (EU) No 2022/578 of 9 April 2022, Appendix D can be used. The Contracting Authority may request detailed information or documentation regarding the Tenderers beneficial ownership.

All communication including questions to the tender material must be submitted via Ethics. Answers to questions received later than 6 days before the deadline for tender, cannot be expected. Interested economic operators are advised to stay informed via Ethics. If the Tenderer encounters technical difficulties with Ethics, Ethics’ support can be reached on workdays from 9:00 to 16:00 by phone: +45 7022 7007. The Contracting Authority will publish relevant information on Ethics, if a technical problem affects several Tenderers.

Pursuant to Section 3 of the Danish Consolidation Act No 593 of 2.6.2016 on the Complaints Board for Public Procurement (available at www.retsinformation.dk), the following time limit for filing a complaint apply:

Complaints regarding the tender must in accordance with § 7(2) of the Act on the Complaints Board for Public Procurement be filed with the Complaints Board for Public Procurement within 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).

The complainant must pay a fee of 20.000 DKK when filing a complaint with the Complaints Board. 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 standstill period, cf. § 6(4) of the Act on the Complaints Board for Public Procurement. If the complaint has not been lodged in the standstill 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 email 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).