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replacement, installation, programming of 32 defective cameras with corresponding maintenance contract for 183 cameras for the prison of Mechelen
vervanging, installatie, programmering van 32 defecte camera's met bijhorend onderhoudscontract voor 183 camera's voor de gevangenis van Mechelen — original title
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- Deadline: 27 November at 10:00 — 26 days left.
- You submit on BDA / e-Procurement Belgium — not here and not by e-mail. ↗
- Collect your evidence — the eligibility requirements are listed on this page; for many of them the analysis explains how to obtain them.
Contract
Type of service
Tender documents at a glance
The essentials of the tender documents, checked statement by statement against the documents. For your bid, the original documents count.
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✓ found in the documents · ❓ not found in the documents or general statement
Overheidsopdracht M2026-camera – vervanging en onderhoud camerabewakingssysteem Gevangenis Mechelen
The input text concerns a Belgian public procurement procedure (FOD Justitie, DG Team Support) for a security-technical contract in the prison of Mechelen.
It is an “onderhandelingsprocedure zonder voorafgaande bekendmaking” governed by Belgian public procurement law (wet van 17 juni 2016, KB 18 april 2017, KB Uitvoering 14 januari 2013).
The country point of view is clearly Belgium: Belgian legislation, Belgian federal authorities, Belgian e-Procurement platform and Peppol-based e‑invoicing are referenced throughout.
Such as regards what the bidder must submit, the text specifies that offers must be filed electronically via https://www.publicprocurement.be with a qualified electronic signature (QES) on the e‑tendering indieningsrapport; email submission is explicitly excluded.
The bidder is strongly urged to use the attached “01-Offerteformulier_vervanging_van_32_camera_s_en_OC_voor_18” and must provide all standard company data (registered office, billing address, enterprise number/KBO, IBAN/BIC bank account, price breakdown).
The offer must be in Dutch or French, indicate which information is confidential, and include global prices (excl. and incl. VAT), VAT amount, signatures and capacity of signatories, plus statutes or powers of attorney proving signing authority.
In addition, bidders must attach “03-Bewijs van het verplicht plaatsbezoek” duly signed and stamped by the contracting authority; failure to attend the mandatory site visit makes the offer “substantieel onregelmatig.” For qualitative selection, the bidder must submit: at least three references from the last three years for installation of surveillance cameras and/or maintenance of camera systems, each ≥ 4,000 EUR; a declaration on honour listing major services over the last five years (amounts, dates, beneficiary entities and contact persons); and all certificates relating to exclusion grounds (e.g. criminal record extract or equivalent) where these cannot be checked by the authority via national databases.
There is no explicit turnover or insurance minimum stated in the extracted text.
Such as concerns the scope of the contract (what, how much, where, when), the bestek defines the object as “de vervanging, installatie, programmering van 32 defecte camera’s met een bijhorend onderhoudscontract voor 183 camera’s voor de gevangenis van Mechelen.” The place of performance is exclusively the prison of Mechelen, Liersesteenweg 2, 2800 Mechelen.
The contract is divided in Post 1 (replacement, installation and programming of 32 defective cameras) and Post 2 (maintenance contract for 183 cameras, including the 32 new ones after expiry of their warranty).
The overall agreement runs for four years starting from the date of award; for the 32 new cameras, the maintenance only starts after the one‑year warranty period and then continues for the remaining part of the 4‑year term.
Show all 35 statements
For Post 1, the contractor must contact the contracting authority within five working days after award (excluding company annual closure days) to agree a start date.
A detailed technical description is in section B (not fully reproduced here).
Such as regarding award criteria and weighting, the procedure foresees possible negotiations and a Best And Final Offer (BAFO), but the contracting authority reserves the right not to negotiate at all.
Offers are first checked for regularity; substantially irregular offers may be voided or regularised per art. 76 KB 18 april 2017.
The sole award criterion is price with a weight of 100%.
“Prijs” is defined as: global price for Post 1 + global price for Post 2A + three times the global price for Post 2B.
Evaluation is based on the total price including VAT, and the contract is awarded to the regular definitive offer (BAFO) with the lowest price, subject to confirmation that the bidder is not in an exclusion situation.
Such as concerns risks and special conditions, the bestek contains several important clauses.
There is explicitly no borgtocht (performance guarantee) required.
A one‑year product warranty applies from provisional acceptance; defective products must be replaced at the contractor’s cost, and replacement units receive a new equivalent warranty, which is extended by any downtime.
Bidders may offer a longer warranty.
The contractor bears full liability for errors and delays, must indemnify the authority against third‑party claims, and must maintain strict confidentiality regarding all information obtained in the prison; using the contract as a commercial reference is permitted.
The contractor must use the persons named in the offer; replacements require prior approval.
Special operational risk is highlighted: penitentiary institutions are not normal work sites and events such as strikes, uprisings, restricted access or specific security measures may cause time loss, but no additional costs may be invoiced for these circumstances.
Price revision is forbidden for Post 1 and allowed annually for Post 2 using a defined index formula (70% wage index PC 149.01, 20% consumer price index, 10% fixed part), only if the change is ≥ 3% and with supporting documentation, requestable by either party within 45 days after each contract anniversary.
The offer validity is 120 calendar days after the offer submission deadline; there is no bid compensation; a 15% advance payment is possible upon request under art. 67 §2 KB Uitvoering, repayable via set‑off and recoverable in case of breach.
E‑invoicing is mandatory via Peppol standards (or Mercurius portal), with detailed content requirements; payment and inspection must occur within 30 days after written confirmation of completed services and receipt of a regular e‑invoice.
The documents mention broad revision clauses under art. 38 KB Uitvoering (heffingen, delays caused by either party, suspensions, and unforeseeable circumstances), and that the authority may suspend execution under certain conditions with possible compensation if thresholds are exceeded.
Subcontractors are indirectly addressed: the contractor can only rely on sub‑contractor default under strict conditions; e‑invoicing rules also apply to subcontractors where direct payment is foreseen.
Dispute resolution is exclusively before the courts of the judicial district Brussels; language for interpretation of the contract is Dutch or French.
The input text does not show an explicit question deadline or online Q&A: the online forum is “niet van toepassing” and any remarks about access or layout must be made via the forum, but no further detail is extracted.
Such as for contradictions or corrections within the documents, the bestek explicitly states that any “aanbestedingsberichten en rechtzettingen” published in the Belgian Official Tender Bulletin and relating to this contract form an integral part of the specifications; the bidder is deemed to have taken note of them and must consider them when preparing the offer.
Therefore, where multiple similar statements exist, the version in the bestek (section A – Algemene bepalingen and section B – Technische voorschriften), together with any later rectifications published officially, is the controlling text that applies.
Only the contracting authority's tender documents are binding. As of: 26/10/2026
How often this buyer tenders this kind of work
Tactics
When contracts were awarded in this country and sector, usually only one or two bids came in. A solid bid has a real chance here. (Based on 172 completed awards — not a statement about this procedure.)
This procedure allows 35 days between publication and deadline — typical in this country is 34 (median of 3,181 procedures). A normal window for this market.
Foreign bidders
In Belgium · Security & defence, 94 contracts went to foreign companies over the last 3 years (of 321 recorded awards) — mostly from France, Germany, Spain.
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