Multi-annual framework service agreement on access to a national economic and financial database for the benefit of the Integrated Police

✓Minimum economic and financial capacity is defined as a specific average annual turnover of at least 100,000 EUR in the activity related to the contract over the last three financial years, to be declared in Part IV, Section B of the UEA.

✓Technical information (Chapter 4) must reproduce and respect all technical clauses in Annex B, and a price structure (Annex C) must be provided for each lot/post.

✓Optional documentation can be added in Chapter 5. The bidder must also implicitly and explicitly declare compliance with EU sanctions against Russia (Regulation 833/2014 as amended) and basic ILO conventions, human rights and child labour rules throughout the supply chain, and renounce its own general sales/service/guarantee conditions for this framework agreement.

✓The scope of the contract is defined in terms of what, how much, where, and when.

✓Such as: the object is access to a national economic and financial database, plus training and documentation, for the Integrated Police.

✓The contract is “tegen prijslijst” / “contre prix unitaires” and not divided into lots due to functional unity between access, training and documentation.

✓An erratum clarifies that the 260 accesses already cover the four‑year duration; there is no further multiplication by four, and for comparison of offers the price is: comparison price (excl.

✓VAT) = (unit price annual access × 260) + (unit price training/documentation × 2).

✓The place of performance / delivery is the Federale Gerechtelijke Politie (DGJ), Koningsstraat/Rue Royale 202A, 1000 Brussels.

✓The contract starts the day after the notification letter and ends on the last day of the quarter preceding expiry of the fourth year, with the exact end date specified in the notification.

✓The framework can be annually terminated by the authority at the end of the civil year with 2‑month notice, without indemnity, and may be extended to secure continuity (up to four years plus possible 12‑month continuity extension).

✓Award criteria and weighting are clearly specified for determination of the economically most advantageous tender.

✓Such as: the contract is awarded on the basis of best price‑quality ratio (Art. 81 of the law).

✓The rank‑1 criteria and their weights are: Price (60 points), Information (20 points), Visualisation of ratios (20 points).

✓The price score uses a specific formula based on each offer’s price (Px), the minimum price (PMin), and the arithmetic mean (Pgem / Pmoyen), with the remark that if an offer’s price exceeds 2×Pgem its price score is zero.

✓Non‑price criteria are scored separately and added to form the final score.

✓The text also sets out risks and special conditions for bidders and contractors.

✓Execution is subject to AR2 rules: performance must respect “regels van de kunst” / “règles de l’art”; services are not accepted on Saturdays, Sundays, public holidays, and statutory paid vacation/compensatory days; execution deadlines are suspended for the contractor’s annual closure periods specified in the offer, and for authority‑ordered suspensions where certain conditions are met.

✓The authority can perform price investigations under Art. 84 of the law; bidders must supply detailed price structure information and accept accounting controls as per Annex D. Electronic invoicing is mandatory, and prescriptions on verification, partial/final acceptance, guarantees, modifications (including de minimis changes, non‑substantial changes, unforeseen circumstances and additional services) and possible contract termination are described.

✓On subcontracting, guarantees, and other special obligations, the text imposes several risk‑related conditions.

✓Such as: subcontracting is allowed but subject to constraints if the bidder relied on specific subcontractors’ capacities for qualitative selection, or if certain subcontractors are imposed by the authority.

✓The bidder must indicate in the offer which part of the contract it intends to subcontract and the identity and nationality of subcontractors and manufacturers; if subcontractors are not yet known, their identity must be communicated at the latest the day before they start work.

✓Any new subcontractor requires prior approval by the authority, which may verify exclusion grounds down the subcontracting chain and demand replacement.

✓Subcontract agreements must contain a clause allowing unilateral termination if the subcontractor is the subject of a notification under Social Penal Code Articles 49/1 or 49/2 (serious underpayment or illegal third‑country workers), with monthly reporting obligations.

✓There are also explicit clauses on conflicts of interest and revolving‑door restrictions prohibiting reliance on former internal Federal Police staff within two years of leaving.

✓Site visits are not described, but bidders must use the e‑Procurement forum for questions, which is open until 2 October 2026 and then closes; the opening of tenders initially set at 23 October 2026 is postponed by erratum to 3 November 2026.

✓The bidder’s offer is binding until 31 March 2027; any modification or withdrawal must be made via a new, validly signed submission report, otherwise the original offer remains fully in force.

✓Finally, the documents address contradictions and corrections within the tender.

❓Such as: an erratum of 20 October 2026 (in both NL and FR) corrects §8.1 on price calculations by deleting the words “te vermenigvuldigen met het aantal jaren” / “à multiplier par le nombre d’années” and clarifying that the comparison price uses 260 accesses (already covering 4 years) plus 2 training/documentation units.

✓Where discrepancies exist between earlier versions and the erratum, the erratum prevails.

✓Variants and options (required, authorised, or free) are explicitly not allowed: no variants and no options can be submitted.

✓If the authority stops the procedure, bidders have no right to compensation.

✓Overall, where conflicting statements appear between the base bestek/CSC and later corrections, the latest erratum (notably on quantities and price comparison) is the applicable statement.

Answers on the required criteria

Must securities be provided (bid bond, performance or warranty guarantee)? If so: which, in what amount and by when?

✓Regarding securities, such as bid bonds or performance/warranty guarantees, the text specifies that a *global performance guarantee (borgtocht/cautionnement)* is mandatory for the framework agreement.

✓As such, the guarantee is fixed at 3% of the estimated amount excluding VAT for the Federal Police, calculated on the estimated quantities over the total duration of the framework.

✓It must be constituted by the awarded supplier within 30 calendar days starting the day after dispatch of the notification letter and must be unconditional.

✓As such, acceptable forms are: (i) cash deposit with the Belgian Deposito‑ en Consignatiekas/Caisse des Dépôts et Consignations via e‑DEPO (with a specific procedure for foreign firms), (ii) an act of joint and several surety lodged at that institution through a recognised financial institution, or (iii) a bank guarantee via a recognised credit institution or insurance company (recognised by FSMA) sent to the contracting authority.

❓The text does not impose a separate bid bond and does not describe an additional “warranty guarantee” beyond this performance guarantee.

✓The guarantee is released in full at the latest after definitive acceptance of all services.

Is subcontracting allowed? If so: with which limits and which disclosure duties?

✓As to subcontracting, it is expressly *allowed* but tightly regulated.

✓As such, the tenderer may use subcontractors under their sole responsibility and must indicate in the offer which part of the contract will be subcontracted and the identity of proposed subcontractors.

✓If subcontractors are not yet known at offer stage, their identity must be communicated in writing to the leading service at the latest the day before the start of the subcontracted performance.

✓Free choice of subcontractors is *not* allowed where the tenderer relied on the capacities of predetermined subcontractors for qualitative selection (qualifications/experience) or where the contracting authority has imposed the use of specific subcontractors; in these cases, their identity must be stated in the offer.

✓Any later use of other subcontractors requires prior approval of the contracting authority.

✓The contractor must promptly inform the authority of any changes and new subcontractors, accepts that the authority may check exclusion grounds for any subcontractor in the chain and demand replacements, and must insert in subcontract agreements a clause allowing unilateral termination if the subcontractor is notified under Social Penal Code articles 49/1 or 49/2 (serious underpayment or employment of illegally staying third‑country nationals).

✓There is also a duty of continuous monitoring and monthly reporting to the leading service when a subcontractor is in default.

Is there a site visit, and is attendance mandatory? If so: when?

❓On site visits, the provided text does not mention any scheduled site visit, inspection visit, or premises tour linked to the submission of tenders, nor any obligation to attend such a visit.

❓As such, based solely on the input, there is no foreseen site visit and no indication that attendance would be mandatory.

In which language must the tender and the supporting documents be submitted, and are documents in other languages accepted?

✓Concerning language requirements, the tender must be drafted entirely *either* in French *or* in Dutch, to the exclusion of any other language.

✓As such, the technical part may be in either French or Dutch as well.

✓Supporting documents that are needed for, for example, the grant of an advance payment and that are in another language than Dutch or French must be accompanied by a certified translation into one of these two languages.

How long is the bidder bound by the tender (validity period), and is there a deadline for bidder questions? If so: until when?

✓On tender validity and bidder questions, the tenderer is bound by their offer (as possibly corrected by the contracting authority) until *31 March 2027*.

✓As such, questions from bidders must be submitted through the forum on the e‑Procurement/publicprocurement.be platform.

✓The latest date to submit questions is *2 October 2026*; the forum is subject to a closing date, usually set one month before the opening of the offers, after which no new questions can be asked.

✓Answers are published via the same forum.

Further details

✓Public procurement conditions for a multi‑year framework agreement of the Belgian Federal Police

✓The input text is a Belgian special tender specification and erratum for a four‑year framework agreement for services (access to a national economic and financial database, plus training and documentation) for the Federale Politie/Police fédérale.

✓It reflects the legal and procedural requirements of Belgian public procurement law (KB1, KB2, Belgian “wet” on public procurement) and refers to EU sanctions rules and International Labour Organization conventions.

✓The country perspective is clearly Belgium, with references to Belgian institutions (Federale Politie, FOD BOSA, Deposito‑ en Consignatiekas/Caisse des Dépôts et Consignations, FSMA) and EU law.

✓As background, the text sets out how offers must be submitted electronically via the Belgian e‑Procurement platform, how selection and exclusion criteria are applied (through the European Single Procurement Document/UEA/DUME), and how social, fiscal and ethical compliance is checked (social security debts, tax debts, ILO conventions, child labour, EU sanctions on Russia).

✓It also describes the nature of the framework agreement (single lot, functionally indivisible services, maximum value 274,500 EUR excl.

✓VAT, four‑year duration with possible extensions and early termination options) and the gunning criteria based on the best price‑quality ratio.

✓The digital offer documents must be in a format readable with common office software (MS Office, Adobe PDF, etc.), and all offer components (inventory, UEA/DUME, annexes) are signed globally via a qualified electronic signature on the submission report.

✓Any modification or withdrawal of the offer must be done via a new, duly signed submission report; an invalid signature leads to nullity of the modification/withdrawal and the original offer remains fully valid.