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Procurement of an Asset Management System for the Danish Road Directorate

The Danish Road Directorate (DRD) is responsible for the planning, the operation, the development and the maintenance of the Danish national road network consisting of 3 700 kilometers of roads and 2 500 structures. The purpose of asset management is to maintain the invested capital where an efficient process require a well supporting it-system. DRD intends to carry through a tender with the objective to procure a new asset management system as a substitution of the current self developed systems.

The Danish Road Directorate therefore wish to enter into a contract concerning delivery, adjustment, implementation, maintenance and support of an asset management system delivered as software as a service (SaaS).

The contract concerns a standard Asset Management System (AMS). The Customer will subscribe to the supplier’s SaaS services after covering operation, maintenance and support.

The SaaS subscription includes:

— the use of the AMS Software including any adjustment,

— the SaaS based solution description,

— maintenance and support,

— operation,

— the infrastructure capacity and resources needed to operate the AMS,

— in accordance with the SLA’s.

In the course of performing the contract, the supplier shall deliver a Standard asset management system (AMS) including Adjustment made to the system to fulfil all the requirements set out in the tender documents, including but not limited to integration to the customer’s other systems.

The contract covers the implementation of the customers assets related to structures and pavements in the asset management system. Moreover, the AMS will be extended to cover all other road related assets, however these assets are not implemented as a part of the initial delivery.

2 x 12 months.

Limitation of the number of applicants invited to tender will take place after assessment of which applicants have the most relevant contract references, cf. Clause III 1.3) in relation to the description of the contract tendered in Clause I.5), II.1.4), II.1.5) and II 2.4).

In the assessment of the relevance of the contract references, it shall be taken into account that customer, content and size are comparable with the contract put out for tender.

In this assessment it will be considered positive to which degree the submitted contract references contain the following elements/characteristics:

— the customer in the contract reference operates within road infrastructure,

— the contract concerns road related asset types,

— the contract concerns delivery of a system containing interfaces (API),

— the contract concerns Software as a Service (SaaS) including operations, maintenance and support,

— the contract included the applicant providing strategic counseling concerning asset management.

If less than 5 applicants meet the minimum requirements, the DRD will choose the number of applicants that do meet the minimum requirements and are suitable.

Applicants shall submit information about:

— the total turnover of the company for the 3 past financial years (or as long as the company as existed if that period is shorter than 3 years),

— equity of the company for the past financial year.

The information must be documented by an auditor’s report or copy of annual accounts.

If the applicant is an association of companies, particulars shall be provided for each company, in that the total sum of the net revenue of the companies shall meet the minimum requirement.

If the applicant is an association of companies, an authorisation shall be provided for a person, who will be authorised to sign for the association. All companies participating have joint and several liability for the performance of the contract.

If the applicant is dependent on the capabilities of others (e.g. subcontractors or other entities of the group), the applicant shall prove that the applicant disposes of the resources necessary from these other entities. This shall be done by the producing of commitment from these entities by way of a statement of joint and several liability.

No further information is requested about other subsuppliers planned for, on whose economic and financial capability the applicant is not based with regard to meeting the minimum requirement.

— a total turnover of at least 30 000 000 DKK in each of the 3 past financial years (or as long as the company as existed if that period is shorter than 3 years),

— an equity of at least 5 000 000 DKK for the past financial year.

Submission of a list of 3 of the applicants most significant equivalent contract references, see Section II.1.4) and II.2.4), II.1.5), carried out (commenced, in progress or completed) by the applicant in the course of the last 5 years from the date stated in IV.2.2).

If more than 3 contract references is submitted, the DRD will only take the first 3 on the list into account in the assessment.

The requirement for references has been extended from 3 to 5 years to ensure sufficient competition, as the DRD has assessed that only a limited number of similar tasks have been carried out within the last 3 year period.

The DRD would prefer that the description of the contract references includes the following information:

— project/contract name,

— a short description of the content of the contract and the role undertaken by the applicant in connection with its performance (including the value of the part of the task for which the applicant was responsible, and information about the applicant's professional contribution to the project),

— name and brief description of customer (including contact details),

— contract sum,

— time of performance of the contract.

For groups of operators (e.g. a consortium), the information is requested to be submitted for each participating operator in the group as the contract references of the group as a whole must meet the minimum requirement.

If the applicant relies on the capacity of other entities (such as subcontractors, a parent company or sister company, etc. or other entities in the group), regardless of the legal nature of the links between the applicant and such other entities, the applicant must provide proof that the applicant has at its disposal the necessary resources from such other entities by producing an undertaking from such entities regarding their obligations in this respect. It must be documented that the entities in question are legally bound towards the applicant. Failing this, the contracting authority will not take into account the capacity of other entities. The contracting authority has drawn up a template for the undertaking of support that the applicant may use.

The applicant must have at least 3 contract references concerning delivery and adjustment of a standard SaaS-based asset management system to an infrastructure authority and/or infrastructure supplier.

The applicant must submit as its application an ESPD as preliminary documentation of the circumstances set out in Section 148(1) (i-iii) of the Danish Public Procurement Act (udbudsloven).

For groups of operators (e.g.a consortium), a separate ESPD must be submitted for each participating operator. If the applicant relies on the capacity of other entities, an ESPD must be submitted for each of the entities on which the applicant relies. Reference is made to the contracting authority's ESPD guide.

The applicant will be excluded from participation in the tender procedure if the applicant is subject to the compulsory grounds for exclusion set out in Sections 135 and 136 of the Danish Public Procurement Act, and the grounds for exclusion set out in Section 137(1) (No 2) of the Danish Public Procurement Act, unless the applicant has submitted sufficient documentation of its reliability in accordance with section 138 of the Danish Public Procurement Act.

Before the decision to award the contract is made, the tenderer to whom the contracting authority intends to award the contract must provide documentation of the information submitted in the ESPD pursuant to Sections 151-152, cf. Section 153 of the Danish Public Procurement Act.

As regards Section II.1.5), it should be noted that the amount is an estimate of the expected contract price for the entire duration of the contract, including the price of all options.

Questions and answers will be posted on the Road Directorate's website: http://lp.vejdirektoratet.dk/EN/roadsector/supplierportal/Pages/ongoingtenders.aspx under ‘Procurement of an Asset Management System for the Danish Road Directorate’. See description in provisions on procurement and tendering (PPT), Section 4.

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