Supply of energy control and measurement, divided into 4 lots: (1) sensors wired, (2) sensors wireless, (3) building management system, (4) energy monitoring

✓Bidders must also file UEA declarations for themselves, for each member of a combination, and for each third party whose capacity they use, plus the verbintenis draagkracht form per such entity.

✓The scope of the framework and of each lot is clearly delineated.

✓Such as: four percelen – P1 bedrade CO₂ and multipurpose room sensors (with installation option), P2 draadloze sensors, P3 gebouwbeheersysteem (GBS) with installation option for energy meters and HVAC sensors/I/O, and P4 energiemonitoringsplatform with installation option for energy meters.

✓The framework is operated with Deelopdrachten (call-offs) placed by various Afnemers listed in an annex; each lot has its own maximum value and up to three Deelnemers admitted into a “cascadesysteem”.

✓Quantities for pricing and comparison are driven by a detailed meetstaat and, for P3 and P4, a referentiescenario (e.g. 20 fictive buildings, existing meters, HVAC points, 40 virtuele meters).

✓Implementation is structured via milestones (M1/M2/M3) and an acceptatietestprotocol for P4 (kick‑off and test environment at 30 days, first buildings and alarms at 60 days, full onboarding, IPMVP baselines, training and as-built at 90 days).

✓The bid validity period is 120 calendar days from the day after the deadline, and questions on documents must be asked via the e‑Procurement forum at the latest 10 days before the submission deadline.

✓Award criteria and weighting differ per lot but follow a fixed scheme.

✓For Percelen 1 and 2 (sensors), gunning is based on 70% price and 30% quality; for Percelen 3 and 4 (software‑centric GBS and monitoring), the distribution is more quality‑weighted (price vs. quality with explicit points, e.g.

✓P3: G1 Price TCO 40 / G2 Methodologie sturing 60; P4: G1 TCO 50 / G2 digital twin/IPMVP 50).

✓Such as: price scores are calculated with a simple rule of three, using the lowest TCO (after staffelkorting where applicable) divided by the bidder’s own TCO multiplied by the maximum score.

✓Quality criteria are detailed checklists evaluated on a yes/no basis where points are only granted if the bidder demonstrably complies (via technical memorandum, screenshots, demo, or referenced case).

✓Examples include delivery time and logistics, installation plan quality, multifunctionality of sensors, cybersecurity measures (encryption, ISO 27001, pentest reports), openness and visualisation, sturing methodology (interlock logic, weather‑based predictive control) and, in P4, the robustness of digital twin baseline modelling and IPMVP compliance.

✓For each lot, bidders must achieve at least half of the quality points to remain in the cascadesysteem.

✓There are extensive risk and special contractual conditions.

✓Project execution where installation options are used must follow Belgian safety laws (Welzijnswet, KB Tijdelijke of Mobiele Bouwplaatsen) and asbestverplichtingen; fines of €500 or €2,500 apply for safety infringements.

✓Insurance requirements include professional/exploitation liability (aligned with selection criteria amounts), work accident insurance, and an “all risks” construction insurance for installation works, as well as an insurance certificate for damage to existing infrastructure.

✓Subcontracting is allowed but the main contractor remains fully liable; detailed information on subcontractors must be provided, and underaannemers cannot be in exclusion situations.

✓The framework further imposes a 7% administratieve bijdrage on realised turnover (which may not be passed through as a separate line to members), quarterly reporting obligations, and strict e‑invoicing (PEPPOL BIS).

✓The bestek deviates from KB Uitvoering on borgtocht, some delivery/acceptance provisions, and intellectual property (lot‑specific in title 4.18), and all disputes are governed by Belgian law.

❓There is no bid compensation.

✓Finally, the texts include explicit corrections and clarifications via an addendum, resolving potential contradictions.

✓Such as: the addendum revises the TCO definition for Perceel 4 to explicitly include onboarding per building, additional meters/datastreams, at least 40 virtual meters, and 5× the yearly licence and maintenance costs; it clarifies that the referentiescenario is purely software (no new meter delivery/installation).

✓It also introduces the “gemiddelde staffelfactor” (G1) for Percelen 3 and 4 and confirms that any staffel is only valid if all four scales are filled, with this factor applied to the software TCO; without a complete staffel, the factor is 1. The addendum distinguishes between “aansluiten” (configuration in the platform) and “inlezen” (physical reading on site) for meters and points, and corrects the reference to KPI‑annex numbering (Bijlage 11 instead of 12).

✓Where such addendum text conflicts with the original bestek, the addendum explicitly replaces the specified passages, meaning the new formulations on TCO, staffelfactor, and annex numbering prevail.

Answers on the required criteria

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

❓There is no mention of a bid bond.

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

✓On subcontracting, underaanneming is allowed but tightly regulated.

✓The Opdrachtnemer remains fully liable towards the contracting authority and Afnemers if he entrusts part or all of a lot to underaannemers (4.2.1), and must fully indemnify them against claims from subcontractors (4.2.2).

✓There is a disclosure duty: such as, by the start of each deelopdracht the contractor must communicate the name, contact details and legal representative of each underaannemer (4.2.3) and keep this information up to date during the entire contract.

✓The underaannemingsketen is limited: a subcontractor may not pass on the whole deelopdracht further, and only one extra level of subcontracting is allowed, and then only with prior written approval or in clearly documented, unforeseen circumstances (4.2.5).

✓Where a formal recognition as aannemer is required for the installation‑optie, the relevant recognition (e.g. categorie P1/P2, VCA) must be proven by the subcontractor before starting work (4.2.6).

✓In addition, if a direct underaannemer has an uitsluitingsgrond, the authority can demand his replacement (4.2.4).

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

❓Concerning site visits, there is no general tender‑stage site visit for all bidders mentioned, and no mandatory attendance linked to submission of the offer.

✓These visits are part of the execution and acceptance process, not of the initial tendering phase, and attendance is therefore required only once a deelopdracht is being carried out.

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

✓On language requirements, the tender and all documents must be drawn up in Dutch: “De Inschrijver maakt, per perceel waarop hij inschrijft, een aparte offerte op in het Nederlands” (2.6.1), and “De Inschrijver gebruikt uitsluitend het Nederlands in zijn mondelinge en schriftelijke relatie met de aanbestedende overheid” (2.6.9 / 4.1.5).

✓Documents that exist only in another language may be submitted, but the contracting authority can require a translation, possibly a sworn one: such as, foreign certificates or technical documents may be accepted subject to a demanded Dutch translation.

✓During on‑site execution, at least one person on site must speak one of the three Belgian national languages or English, and the Afnemer may insist on a Dutch‑speaking person (4.1.5).

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

✓As to binding period and bidder questions, the verbintenistermijn is clearly set: each bidder is bound by its offer for 120 calendar days per lot, starting the day after the deadline for receipt of tenders (2.6.8 and reiterated in the offerteformulier).

✓Questions by bidders are allowed only up to a specific deadline: “Er kunnen over deze opdracht vragen worden gesteld tot uiterlijk 10 kalenderdagen voor de limietdatum voor de ontvangst van de offertes” (front note and 2.6.9).

✓Such questions must be submitted via the Forum on the e‑Procurement platform, and relevant answers and rectifications are published there.

Further details

✓Raamovereenkomst energiesturing en -meting (4 percelen) – samenvatting aanbestedingsvoorwaarden

✓The input text concerns a Belgian public procurement procedure (Samenaankoop vzw, operating under Belgian public‑procurement law and KB Uitvoering) for a multi‑lot framework agreement on energy control and metering (sensors, GBS, energiemonitoring).

✓It sets out the rules for participation, submission and evaluation of tenders, as well as key execution conditions.

✓The country point of view is explicitly Belgian (references to Wet Overheidsopdrachten, KB Uitvoering, Belgian recognition rules, Belgian languages and courts).

✓As background, the documents describe a framework agreement in four percelen with a cascadesysteem, where up to three contractors per lot are selected.

✓Tenders are submitted electronically via the Belgian e‑Procurement platform, assessed on price and quality, and the resulting framework is used by multiple Flemish “Afnemers”.

✓The text details selection criteria, gunningscriteria, communication rules, language requirements, subcontracting, insurance, warranties, and procedural timelines including question and binding periods.

✓However, there is a perceel‑specifieke waarborgtermijn and minimum guarantees on delivered/installed equipment (titel 4.8), whose precise durations and conditions are set per lot in titel 4.18.