Procurement of ESDH system as a Service

The total annual turnover of the economic operator for the number of financial years requested in the relevant notice, in the procurement documents or in the ESPD is as follows: - The applicant must deliver an ESPD in which the applicant must declare the applicant's total turnover for the last three available financial years (depending on when the applicant was established or started his business).

In the case of associations of candidates (consortium), each member of the association shall attach a separate ESPD including the above-mentioned declarations.

If the applicant is based on the economic and financial capacity of other undertakings (e.g. entities within the same group, including parent, sister or subsidiary companies), each of these entities shall attach a separate ESPD including a declaration of the economic and financial capacity made available by the entity to the applicant (and not other economic and financial capacity).

It is a minimum requirement that the applicant has had an annual turnover of at least DKK 10 million over the last three years available (depending on when the applicant was established or started his business). Where the applicant is based on the economic capacity of other undertakings or where several undertakings offer a group (consortium), compliance with minimum requirements shall be assessed on the basis of the total economic capacity of the undertakings.

The average turnover is calculated as an average of the total turnover of the undertakings for the last three financial years available. Applicants shall be able to demonstrate, on request, compliance with minimum requirements by providing approved annual reports or audit reports containing the figures required by the ESPD.

An applicant who is included in an official list of approved economic operators in the EU Member State in which the applicant is established may, provided that inclusion in the list demonstrates compliance with the minimum requirements laid down, instead submit to the contracting entity a certificate of registration issued by the competent authority as set out in Annex I. Section 152 (4) of the Procurement Act.

Applicants may also demonstrate compliance by any other document deemed appropriate by the contracting entity if, for legitimate reasons, the applicant is unable to provide the above documents.

With regard to the financial ratios (such as the asset-liability ratio) specified in the relevant notice, in the tender documents or in the ESPD, the economic operator declares that the actual values of the ratios requested are as follows: - Equity and total assets: applicant must deliver an ESPD in which the applicant must declare the applicant's own funds and total assets during the last available financial year (depending on when the applicant was established or started up his business).

In the case of associations of candidates (consortium), each member of the association shall attach a separate ESPD including the above-mentioned declarations.

Where the applicant is based on the economic and financial capacity of other undertakings (e.g. entities within the same group, including parent, sister or subsidiary companies), each of these entities shall attach a separate ESPD including declarations of economic and financial capacity made available by the entity to the applicant (and not other economic and financial capacity).

It is a minimum requirement that in the last available financial year (depending on when the applicant was established or started his business) the applicant has had a solvency ratio of at least 15%. The ratio is calculated as a percentage of equity divided by total assets.

Where the applicant is based on the economic capacity of other undertakings or where several undertakings offer a group (consortium), compliance with minimum requirements shall be assessed on the basis of the total economic capacity of the undertakings. The solvency ratio is calculated as the total own funds of the undertakings for the last available financial year, divided by the total assets of the undertakings for the financial year, calculated as a percentage.

Applicants shall be able to demonstrate, on request, compliance with minimum requirements by providing approved annual reports or audit reports containing the figures required by the ESPD.

An applicant who is included in an official list of approved economic operators in the EU Member State in which the applicant is established may, provided that inclusion in the list demonstrates compliance with the minimum requirements laid down, instead submit to the contracting entity a certificate of registration issued by the competent authority as set out in Annex I. Section 152 (4) of the Procurement Act.

Applicants may also demonstrate compliance by any other document deemed appropriate by the contracting entity if, for legitimate reasons, the applicant is unable to provide the above documents.

Only for public service contracts: During the reference period, the economic operator has provided the following significant services of the specified type. Contracting authorities may require up to three years of experience and allow experience acquired more than three years ago to be taken into account. - In the ESPD, the applicant must provide a list of the most significant similar deliveries of services that the applicant has carried out during the last 3 years.

Only references executed within the last 3 years calculated from the application deadline will be included in the evaluation. If the delivery in question was/is being performed on an ongoing basis (e.g. under an uncompleted contract), only the part of the services performed within the last 3 years prior to the application deadline will be included in the evaluation of the reference.

Thus, if a part of the services was not performed within the last 3 years or prior to the application deadline, this part will not be included in the evaluation of the delivery (the reference). It is therefore important that it is clearly stated which part (e.g. in terms of size, value, quantity, scope, etc.) of the ongoing reference was performed within the last 3 years and prior to the application deadline.

In the case of groups of applicants (consortium), each individual participant in the group must attach a separate ESPD covering the above.

If the applicant relies on the technical and professional ability of other entities (e.g. subcontractors or entities within the same group, including parent, sister, or subsidiary companies), each of these entities must attach a separate ESPD covering statements regarding the technical and professional ability that the entity makes available to the applicant (and not other technical and professional ability).

It is a minimum requirement that the applicant must provide at least 1 relevant reference regarding the delivery of an ESDH system (electronic case and document management system) to public authorities/undertakings, which in terms of nature and scope is comparable to the tendered task, and which is ongoing or completed within the last 3 years calculated from the date of the application deadline. The minimum requirement can be met by attaching several references that together fulfill the minimum requirement.

The reference list is considered to be final documentation. A tenderer who is enrolled on an official list of approved economic operators in the EU Member State in which the tenderer is established may – provided that enrollment on the list documents compliance with the stipulated minimum requirements – instead submit to the contracting authority a certificate of enrollment issued by the competent authority, cf. Section 152(4).

If more suitable requests to participate are received than the specified number to be invited to participate, the contracting authority will select the specified number based on an objective assessment, giving weight to the technical and professional capacity in terms of the most relevant references in relation to the services covered by the contract.

An assessment will be made of the extent to which the references together document relevant experience with similar services of a comparable nature in relation to the contract. In this connection, particular emphasis will be placed on experience with:

• Establishment, configuration, and commissioning of an ESDH system delivered as a cloud-based SaaS solution, as well as subsequent operation, support, maintenance, and updating of the system
• Support for the customer's case and document management, including case creation and filing/journalising, case types and metadata, version control of documents, search and retrieval, as well as access control and handling of personal data
• Setup of various case types and workflows at the customer, including approval workflows and contract registration
• Support for conducting meetings, including publishing to a meeting portal, …