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e-tendering

Danish Defense Procurement Project:Repair and Maintenance of Buildings

ByNiels B. Sørensen, Projectmanager

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Danish DefenseProcurement Project

• Repair and maintenance of Buildings

• Office machines• Office supplies• Office furniture• Computers • Food • Telephone services• Small vehicles• Consultants

e

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Hourly rates/Ad Hoc Project based

Urgent Planned Projects

Frame contractsPrice list

Types of work

Method of procurement

Focus area

Suggested action:•Contracts based on hourly rates

•Mini-tenders•Combination of identical projects

•Tenders for broad regional frame contracts based on price lists on defined work combined with hourly rates.

ConsiderationsRepair and Maintenance of Buildings

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Context

Framework:• Expenditure: CZK 1 – 1,4 Billion/year• Suppliers: >500• Work categories: 14• Local Building Centers: 5• De-centralized and fragmented contracting

Objectives:• Savings: 15% = CZK 160 Million/year• Centralized contracting• Local planning and ordering• <=100 suppliers• 100% compliance with EU-regulations

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Region1 2 3

CarpenterPlummerElectricianAirconditionBrick layerTy

pe o

f wor

kFunctional + regional

11 types of work and 15 regions

165 sub-contractsPrimary, secondary and tertiary supplier on each sub-contract: Total 495 sub-contracts

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Electronic tendering;why ETHICS?

• Numerous potential bidders• Many regions• Many types of work = many different

specifications• Requirement for

• detailed documentation throughout the bidding process

• automated selection process• easy communication with the bidders• as little administration as possible• focus on the project – not the process• proven off the shelf system tailored to the

needs of the Danish Defense• hot line service

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Restricted procedure

Pre-qualification:• 23 question groups in 6 areas:

• General information• Application for type of work and region.• Economical information• Technical abilities

• List of references• Quality assurance• Information on staff and their training

• Security• Additional information

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Pre-qualification

• 670 applied for access to the special homepage.

• 348 applied for pre-qualification• 1,3 GB data received (7 – 10 meters

of shelf)• 210 pre-qualified• 2 complaints were filed (and later

withdrawn)

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Tender (lowest price)

Easy access to all bidding material (44 documents)• Questionnaire with only 2 questions • Bidding sheets for all types of work

including general and specific requirements (27 documents)

• Handling of Q and A (17 documents)• 800 MB of data received (4 – 6 meters of

shelf)

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Outcome

• 155 suppliers made bids for 495 sub-contracts.• 115 awards for 409 sub-contracts• 98% coverage across sub-contracts and economy• Savings: ?

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Primær Sekundær Tertiær

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