Denmark – Cleaning services – Udbud af Soft Facility Management

The current tender concerns the procurement of Soft Facility Management (hereafter FM) for Danmarks Fængsler (formerly Kriminalforsorgen) (hereafter the Contracting Authority) by the Agency for Danmarks Fængsler. The tender is conducted as a negotiated procedure with prior qualification in accordance with the Public Procurement Act, Section II, which means that any economic operator can apply to be pre-qualified, but only the pre-qualified applicants can submit tenders. The tender covers the following four service areas:

1. Cleaning

2. Internal Services

3. Waste Management

4. Fleet Services

Each service area includes a range of services and sub-services. Cleaning includes, for example, cleaning and window cleaning, and is by far the largest service area in the contract. For detailed information, including a description of the other service areas and more detailed information about the scope and service requirements, refer to the tender documents. Danmarks Fængsler is under the Ministry of Justice and consists of the Agency for Danmarks Fængsler and two prison districts. Danmarks Fængsler operates the country's prisons and detention centres, supervises convicted persons, works on crime prevention, and contributes to public safety together with the other authorities in the judicial system. Danmarks Fængsler is therefore responsible for, among other things, closed prisons, open prisons, detainees, release prisons, electronic monitoring units, probation offices, youth criminal justice units, transport units, deportation centres, an immigration institution, the organisation's own schools, and institutions in Greenland. The organisation is present in Denmark, Greenland, and the Faroe Islands. The current tender concerns the Contracting Authority's locations in Denmark and approximately 100 locations in Denmark of varying sizes, distributed over approximately 100,000 cleaned m2, geographically located throughout the country. Locations in the Faroe Islands and Greenland are therefore not included in the tender. Not all services and sub-services are performed at all locations; this depends, among other things, on the nature (type), size, and whether the location in question supports client employment. The expected start of operations for the contract is 1 September 2027, and the tender is estimated to have a value between 325 and 400 million DKK within the four service areas. The estimated value represents an estimate of the expected contract sum for the full term of the contract, including possible extension periods. The estimate is based on historical consumption. The contract sum also includes the locations' direct payment to the supplier in the form of ordered services and tendered services. The Contracting Authority is looking into a penal reform that will be implemented during the term of the FM contract. The penal reform, among other things, involves an increase in the number of uniformed and civilian staff, as well as approximately 2,000 new prison places in the next 10 years. The Contracting Authority wishes to ensure that the supplies can be continuously adapted to the specific needs of the locations and therefore has a strong focus on a scalable and flexible contract that, for example, can accommodate the move into new buildings and the move out of others. Furthermore, the Contracting Authority wishes for the Supplier, during the contract period, to take the initiative to improve and streamline the individual service areas and across the contract, where this is reasonably possible. The task solution must be continuously supported digitally with a view to optimising business processes and ensuring good user service. The Contracting Authority provides the Dalux FM service portal for system support of the contract. The Contracting Authority assesses that the Business Transfer Act will be applied in connection with 1) a transfer of the service from the existing supplier to a new supplier, and 2) outsourcing of tasks that the Contracting Authority has previously handled internally. The Contracting Authority expects that a business transfer can include 1) 118 employees from the existing supplier and 2) 8-15 employees from the Contracting Authority. The tender is conducted as a negotiated procedure with pre-qualification of 3-5 applicants and an expected negotiation round. Unless the Contracting Authority chooses to award the task based on the initial tender, a negotiation process will be conducted, in which the tenderers are invited to parallel negotiation meetings, which will be documented in accordance with the tender conditions. Deadlines for submission of tenders are set out in the tender documents. The negotiation meetings will be held in week 39-41 at the Agency for Danmarks Fængsler, Strandgade 100, 1401 Copenhagen K. The negotiation meetings are scheduled to take place between 9 am and 3 pm. The purpose of the negotiation meetings is, on the one hand, to allow the tenderers to present their overall tender and, on the other hand, to ensure that the tenderers are aware of where their tender can be improved. The Contracting Authority will therefore comment on the tenders submitted, where the tenderers will also have the opportunity to challenge the tender documents, in accordance with the tender conditions, appendix D.