ZV-M5-26-1171000-412 .03 5090608 BIS repair contract 2027-2028

For the topic "What the tenderer must submit and suitability/minimum requirements", a detailed list is provided in the Annex "Proofs/information/documents to be provided". Tenders must include, but are not limited to: signed offer letter with various declarations (e.g. no cartel agreements, no grounds for exclusion pursuant to §§ 123, 124, 128 GWB, exclusion of own terms and conditions), completed price sheet, proof/self-declaration to the competition register, list of subcontractor services and, if applicable, undertaking letters from other companies. Upon separate request, the following shall also be provided: meaningful company presentation including service portfolio, at least three reference projects with work samples (information boards/leaflets/brochures on environmental topics), self-declaration of at least three comparable services for the years 2023-2025 with contract data (form references) as well as presentation of the project team and its human and technical capacities. Specific minimum turnover, proof of insurance or individual certificates are not required in the text; the suitability is demonstrated in particular by references, company presentation, information on competition registers and the aforementioned self-declarations.

As regards the scope of services and the subject matter of the contract, it is stated in the contract notice and the terms of reference that a framework contract for the creation of new information elements (tables and leaflets) of the BIS will be awarded in protected areas of Schleswig-Holstein. The place of performance shall be determined in accordance with the terms of reference or the annexes thereto; the areas are different protected areas, possibly with special features such as insularity. The duration of the contract is clearly defined (14.01.2027-31.12.2028) and billing takes place on a territorial basis after completion of the respective repair. The terms of reference specify, inter alia: Design and manufacture of panels/support frames made of FSC-certified larch wood with metal frames, aluminum support plates, flyer boxes (in Danish, hot-dip galvanized design or equivalent), data output in certain file formats (ai/idml/svg/sla/eps, various PDF versions), transfer of all contents (texts, maps, photos, logos, etc.) in high-resolution image formats, GPS-documented photo documentation of all information elements set up and addition of a provided shape file. In the case of special positions (e.g. additional area visits), fees must be negotiated individually on the basis of the hourly rates offered.

As regards the award criteria and their weighting, the notice form specifies that several criteria apply: 40 % price, 40 % quality of work samples and 20 % qualification of staff/equipment. Although the invitation to tender itself mentions the standard field ‘Price award criterion’, it also refers to ‘Multiple award criteria according to the award criteria form’. The detailed percentage weighting in the publication text is decisive. Discounts will only be counted if they are granted without conditions as a percentage discount on the billing amount and are entered in the intended place in the offer letter.

With regard to risks and special conditions, various aspects are highlighted. For example, ancillary offers are expressly not permitted; own terms and conditions of the bidder lead to mandatory exclusion. The VOL/B and the additional/general terms and conditions apply: Contractual penalties in the event of culpable delay (0.5% of the offer amount of the affected service part per week, max. 5% of the order amount incl. supplements) as well as in the event of delay in rectification of defects, formal acceptance, commencement of the limitation period for claims for defects with acceptance. Guarantees ‘not applicable’ explicitly; special guarantees are not required, but a comprehensive transfer of copyright rights to the LfU (exclusive rights of use that are unlimited in terms of space, time and content, right of making available to the public, publication of the finished works). In addition, anti-corruption clauses and non-restriction of competition with the possibility of termination without notice and flat-rate damages (15% of the settlement amount) apply in the case of proven agreements. Subcontractors may only be suitable, competent and reliable, must be specified in forms and for essential partial services the written consent of the LfU is required; in the case of aptitude loan, a declaration of commitment and liability must be made. Tenders must be submitted electronically via the e-procurement system (RIB/e-vergabe-sh), the deadline for submission of tenders is 13.11.2026 at 08:00 and the validity period is 31.12.2026. Questions should only be sent in writing (e-procurement system or e-mail) to the specified contact address (Jonna Bock, GMSH) by 06.11.2026 at the latest. A mandatory on-site appointment/site visit is not mentioned; however, a kick-off meeting after the award may take place if necessary.

On possible contradictions or corrections: The documentation is largely consistent; where generic text modules mention alternatives (e.g. ‘ancillary offers are not allowed / are allowed’ or ‘in writing / electronically in text form’), it is clear by ticking or specific additions what applies. For example, ancillary tenders are explicitly ‘not allowed’ for this procedure, tenders are to be submitted ‘in electronic form via the e-procurement system’ according to the notice, and the award by lot is described as ‘reserved’ in the notice form, but in fact without concrete lot allocation – the procedure is to be understood as a single framework contract. Where the annex ‘Provide evidence’ distinguishes between ‘submit with tender’ and ‘submit on separate request’, this division itself is decisive: Points 1-5 must be submitted with the tender; Points 6-9 (company presentation, reference projects, self-declaration of reference, project team) must be submitted upon request, even if the same content is again described in another document as a suitability document ‘with the tender’. In case of doubt, the specific rule of the annex ‘Providing evidence’ applies, as it is explicitly referenced in the invitation to tender as the relevant list.