Facility management tasks in a large part of the Danish state are concentrated at the Danish Building and Property Agency. The tasks are offered in 3 waves, where the daily deliveries within facility management will be handled by an external supplier in an integrated contract for each of the 3 waves. The present tender concerns wave 3 and has an estimated value between DKK 300 and 350 million within the service areas of cleaning, catering, internal service, interior maintenance, guard and security, outdoor areas and waste management. The covered institutions are geographically spread throughout the country and operations are expected to start in May 2024.

The offer includes the following service areas:

1) Cleaning, plant service and window rewinding

2) Catering

3) Intern service

4) Outdoor areas

5) Interior maintenance

6) Waste management

7) Guard and security

Each service area contains a number of sub-services and please refer to the tender documents for detailed elaboration, including details of scope and service requirements.

In addition to combining the tasks that have so far been carried out partly through the state's procurement agreements, other intergovernmental cooperation agreements and partly through local smaller service agreements, an increased outsourcing is being carried out especially within service area 3) Internal service. The tender is expected to include approx. 120 properties of varying sizes spread over approx. 545,000 cleaned m2, geographically located throughout the country. Not all services are provided at all institutions; This depends, among other things, on the nature and size of the institution in question and on whether the property is owned or rented by the State.

The Danish Building and Property Agency wants to ensure that deliveries can be continuously adapted to the specific needs of the institutions and therefore has a strong focus on a scalable contract that can, for example, embrace moving into new buildings and moving out of others. In addition, the Danish Building and Property Agency wants the supplier to take the initiative during the contract period to improve and streamline the individual service areas and across the agreement where this is considered sensible.

With the tender, the Danish Building and Property Agency wants to find a strong partner who has a continuous focus on optimizing the state's Facility Management procurement and thereby reducing the total costs without this affecting the agreed quality level, just as the Danish Building and Property Agency wants a partner who can support a state Facility Management solution where sustainability and green solutions play an increasingly important role. The agreement therefore also contains incentive models to support this. The task solution must be continuously supported digitally in order to optimize business processes and ensure good customer service. The Danish Building and Property Agency provides an IWMS system (Atrium) with associated Helpdesk.

A number of employees covered by the Transfer of Undertakings Act will be transferred to the winning supplier at the start of operations. The agreement is expected to be concluded at the end of 2023 with a preparation period until the start of operations on 01.05.2023.

The tender is conducted as a negotiated procedure, with prequalification of 4 applicants and expectedly 1 round of negotiations. After each negotiated tender, the Contracting Entity may, on the basis of the award criterion and sub-criteria, choose to exclude a Tenderer from the further process.

Unless the Danish Building and Property Agency chooses to award the task on the basis of an initial tender, a negotiation process is carried out in which the tenderers are invited to parallel negotiation meetings, which will be documented in accordance with the tender specifications. The deadlines for the submission of tenders are set out in the tender documents.

The negotiation meetings will be held in weeks 20-21 at Carsten Niebuhrs Gade 43, 1577 Copenhagen V. The negotiation meetings are scheduled to take place from 9 a.m. to 5 p.m. The purpose of the negotiation meetings is to ensure that bidders are aware of where their bids should be improved. The Danish Building and Property Agency will therefore comment on the tenders already submitted, where the tenderers at the negotiation meeting will have the opportunity to challenge the tender documents, cf. also Appendix D of the tender specifications.

In relation to points II.1.5) and II.2.6), it should be noted that the amount represents an estimate of the expected contract price for the full duration of the contract. The estimate is based on historical consumption. The contract sum indicated also includes the direct payment of users to the supplier.

Reference is also made to the tender documents in full. The tender specifications contain a detailed description of the task and the tender process, and the other material contains a description of the scope of the task.