Reception and security services Sankt Augustin

✓Award criteria and the evaluation method are addressed in the general instructions.

✓Such as: offers are first checked for formal completeness and timely/form‑compliant submission, then for exclusion grounds and fulfilment of all minimum requirements (the full list of mandatory points in the Eignungsbogen is explicitly repeated).

✓Only offers that pass these steps are examined for price adequacy; if prices appear abnormally low, the contracting authority may request free-of-charge clarification and a transparent cost breakdown including subcontractor components.

✓For the award decision, the documents explicitly state that the most economically advantageous tender is determined solely by the lowest total offer price (brutto “Wertungspreis” per price sheet, line 31); that is, 100% price weighting with no qualitative sub‑criteria beyond pass/fail minimum requirements.

❓Bidders are bound to their offers until the bid‑binding date (15.02.2027) specified in the Angebotsblatt.

✓Risks and special conditions are also described in detail.

✓Such as: there is an optional, non‑mandatory site visit (Einzel‑Ortsbesichtigung), for which registration must be made via the DTVP platform by a fixed deadline; no procedure‑relevant questions are answered on site, but exclusively via DTVP, and questions must be raised in time to respect § 20(3) VgV (answers usually ≥ 6 days before bid deadline).

✓The use of subcontractors is permitted but tightly regulated: they must be listed, separate declaration F and (depending on “Eignungsleihe”) Eignungsbogen must be submitted, and the authority reserves the right to verify all self‑declarations and to demand supporting certificates.

✓The AG can also partially terminate to reduce hours/personnel with 3 months’ notice, and a three‑month probationary period allows termination with four months’ notice.

✓The documents emphasise that all communication must run via DTVP, that only the latest versions published there are binding, that bidders must themselves monitor updates, and that in case of contradictions between documents, the contract specifies a clear order of precedence: first the contract (including AVV/TOM), then the Leistungsbeschreibung, then any published Q&A, then the awarded offer/price sheet, and finally VOL/B; general terms of the contractor do not apply.

Answers on the required criteria

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

❓Such as regarding securities, the documents do not require any bid bond, performance bond or separate warranty guarantee.

✓Instead, they require that the contractor maintains a business liability insurance: the “Eignungsbogen” demands a Betriebshaftpflichtversicherung with minimum cover per claim (twice maximised per year) of 5,000,000 EUR for personal, property and financial losses, 1,000,000 EUR for loss of guarded items, 500,000 EUR for handling damage and 100,000 EUR for key losses.

❓Beyond this insurance, no specific financial securities (bid bond, performance or warranty guarantees) are stipulated in the provided text.

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

✓Such as to subcontracting, the documents allow the use of Unterauftragnehmer, but with conditions and disclosure duties.

✓The contract (C1, “Übertragung der Leistung auf Dritte”) states that transferring the service in whole or in part to third parties after award is only permissible with the prior consent of the contracting authority in text form; the authority may verify reliability and suitability of the subcontractor and may refuse consent where special circumstances speak against it.

✓In the Eignungsbogen, bidders must list Unterauftragnehmer (overview under Ziff. 4), submit a separate “F.

✓Erklärung Unterauftragnehmer” per subcontractor and, depending on whether “Eignungsleihe” is used, also have subcontractors fill their own Eignungsbogen parts.

✓In the AVV (data processing agreement), use of sub-processors for data processing is only permitted with the contracting authority’s prior consent, with notification obligations at least one month before the planned processing and a right of objection.

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

✓Such as to the site visit, the “Allgemeine Hinweise” (A.) specify that there is the possibility of an individual site visit (Einzel-Ortsbesichtigung).

✓This site visit is explicitly not mandatory.

✓Interested companies must register for participation via the DTVP communication area by the latest registration date given in the timetable: “Spätester Termin zur Anmeldung Ortsbesichtigung: 10.11.2026, 10:00 Uhr”.

✓The contracting authority will then assign an appointment; the on-site appointments will last about one hour.

✓For reasons of equal treatment, procedurally relevant questions will not be answered on site; bidders are asked to submit any questions afterwards via DTVP.

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

✓Such as to the language, the contract states explicitly: “Vertragssprache ist deutsch.

❓Dies gilt auch für die unter diesem Vertrag geschuldeten Leistungen.” The tender documents themselves are in German, and there is no clause permitting submission of offers in other languages or accepting supporting documents in other languages without translation.

❓Where external certificates are in other languages, the documents do not expressly regulate acceptance; under German practice, an official or at least comprehensible German translation would typically be required, but this is not spelled out here, so bidders should assume German-language documents or include translations if in doubt (and clarify via DTVP if necessary).

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

❓Such as to the bid validity and bidder questions, the Angebotsblatt (G) states that the bidder is bound by its offer “bis zum Ablauf der Bindefrist am 15.02.2027”.

✓The exact deadline for submission of bidder questions is not given as a date in the text; instead, it is referred to the DTVP project room (“Frist zur Einreichung von Aufklärungsfragen: siehe Projektraum im DTVP, Gliederungspunkte ‚Übersicht‘ sowie ‚Verfahrensangaben, Fristen‘”).

✓The latest date by which the contracting authority must answer questions is governed by § 20 (3) VgV, i.e. as a rule questions are to be answered no later than 6 days before the offer submission deadline.

✓All questions must be submitted exclusively via the DTVP communication area; direct contact with the contracting authority is prohibited and will not be answered.

✓Questions and answers are anonymised, compiled in a Q&A catalogue, published on DTVP and become part of the tender documents.

Further details

✓The input text concerns an EU-wide open procedure under the German Vergabeverordnung (VgV) for reception, security and guarding services at the DGUV site in Sankt Augustin, Germany.

✓It is clearly a German public procurement from the point of view of a German contracting authority (DGUV), with references to German law (GWB, VgV, VOL/B, MiLoG, BDSG, DSGVO) and EU regulations (e.g.

✓Art. 5k VO (EU) 833/2014).

✓No other national legal systems are used as reference frameworks; the applicable law and jurisdiction are explicitly German.

✓Furthermore, under the Art. 5k EU 833/2014 declaration, bidders must also assure that all subcontractors / suppliers and companies whose capacities are used and who receive more than 10 % of contract value do not fall under the Russia-related exclusion, and acknowledge that breaches can lead to exclusion from the procedure.