Various services relating to external debt management (amicable (extrajudicial) collection and legal (judicial) recovery)

✓For financial and economic capacity, the authority will obtain a Graydon Creditsafe score; minimum international rating is B (or A).

✓If no score exists or for foreign bidders, a recent independent credit report with rating and default risk is required.

✓They must also prove insurance against professional risks (BA uitbating, civil and contractual liability, arbeidsongevallen), including policy conditions and validity dates.

✓Technical and professional capacity is defined mainly via references and an expertise note.

✓Candidates must submit at least four relevant reference projects from the last five years, such as services for external debtor management (amicable and/or judicial collection) under Belgian (or comparable) legal framework, in the public/healthcare sector, and in a B2C‑like context.

✓At least one reference must be for a Belgian general or university hospital, one must involve at least 7,500 collection files per year, and one must show “integrale dienstverlening” (end‑to‑end responsibility for the full collection chain).

✓Each reference must specify: client identity and contact details, description of services and relevance, annual volume of files, and start and duration.

✓Moreover, candidates must submit a concise (max. 3 A4 pages) expertise note showing they can cover the entire chain, with evidence of a qualified pool of at least four bailiffs (min. two titularis and two trainee/extra titularis, each with ≥3 years registered at the Nationale Kamer van Gerechtsdeurwaarders) and at least two lawyers (one with proven expertise in judicial collection and civil procedure, registered with Belgian bar or EU equivalent).

✓This note must also demonstrate structured experience with foreign debtors and any network of foreign correspondents.

✓Award criteria and weighting are briefly set out for the later tender phase.

✓The contract will be awarded via a “mededingingsprocedure met onderhandeling”; after selection and possible ranking, up to five candidates receive the full gunningsleidraad and may submit tenders.

✓The award criteria are: (1) Price/total cost of ownership (40%), (2) Degree to which the proposed price reflects a cost‑saving approach for patients, such as avoiding court costs charged to them (20%), (3) Service approach plan (dossier follow‑up, management and reporting, timelines and throughput, collection rates, evaluation tools, communication) (15%), and (4) Degree of digitalization (ICT capabilities, secure communication and data management, real‑time online tracking, digital reporting) (25%).

✓Total weighting is 100%; detailed elaboration will come in the separate bestek for the selected bidders.

❓On risks, special conditions, questions and contradictions, the text establishes several safeguards and procedures rather than detailed penalty regimes (those will likely be in the gunningsleidraad/contract).

✓Such as: the contractor accepts that the agreement may be fully transferred to a new legal entity created by the fusion of AZ Jan Palfijn Gent AV and AZ Sint‑Lucas & Volkskliniek VZW; this transfer cannot be invoked as a valid reason to terminate, cancel or change the contract.

✓Candidates must accept all provisions of the selectieleidraad and related documents; any objection must be raised within ten calendar days of receipt.

✓All questions and requests for clarification must be submitted via the e‑Procurement forum to the designated contact person; answers and rectification notices are published anonymously and are binding, forming an integral part of the tender documents.

✓If there are contradictions between legislation and the tender documents, applicable laws prevail; where the tender documents validly derogate from or supplement the law, those specific contractual provisions take precedence.

✓Candidates are deemed to have taken note of all rectifications and cannot rely on incomplete or incorrect information as a defence.

✓Subcontracting is allowed, but if a bidder relies on subcontractor capacity, a written commitment describing the cooperation is mandatory, and a third providing financial capacity must accept joint and several liability for full performance.