Framework agreement for plant protection 2027-2033

✓The key formula is Z = L / P, where L is the total performance score from the evaluated concepts and P is the net total price from the “4a NEU Kalkulationsblatt” (Netto‑Gesamtpreis derived from Schätzmengen and unit prices). The highest Z wins.

✓For price, every table field must be filled with a unit price; incomplete tables cause exclusion and prices cover all associated services even if not separately listed.

✓For performance, four concepts are required and scored: Implementierungskonzept, Organisations‑ und Regelbetriebskonzept (sometimes called Qualitätssicherungskonzept in one place), Notfallmanagementkonzept and Personal‑/Mitarbeiterkonzept.

✓The documents stress strict separation between suitability criteria (Eignung) and award criteria (Leistung/Preis).

✓Such as in terms of risks and special conditions, several contractual and procedural obligations are highlighted.

✓The framework contract includes obligations on side services without separate remuneration, flexible adaptation to evolving FAIR building and perimeter protection, and dynamic use of drone‑based surveillance.

⚠The contractor must maintain liability insurance with minimum coverage (5 million EUR personal injuries, 1 million EUR property damage, 1 million EUR financial losses, 1 million EUR handling damage, 500,000 EUR key loss) and specifically insure key losses in the context of complex locking systems.

✓EU‑Russia sanctions (Art. 5k VO 833/2014 as amended by VO 2022/576) bar awards or continuing contracts with certain Russian‑linked entities or subcontractors above 10 % of contract value.

✓Such as regarding contradictions or corrections within the documents, several hierarchy and conflict‑resolution clauses are specified.

✓The framework contract sets a clear ranking of documents: (1) the framework contract (Teil A) and amendments, (2) the Leistungsbeschreibung (Teil B) including site plans and safety info, (3) Werkschutzanweisungen and the contractor’s Dienstanweisungen (which only concretize but do not extend obligations), (4) the contractor’s offer including the Kalkulationsblatt and the submitted concepts, (5) the AVV, (6) VOL/B standard conditions, and (7) BTTG special conditions.

✓In case of divergences, higher‑ranked documents prevail.

✓Where German and English versions coexist, only the German text is binding; English is “for information only”.

✓If new or changed internal rulebooks from GSI or FAIR (e.g.

✓Werkschutzanweisungen) would extend the scope beyond the agreed contract, the contractor must notify the client and a formal amendment (Nachtrag/Änderungsverlangen) is needed; purely clarifying instructions within the existing scope do not give rights to extra payment.

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 a bid bond, performance bond or warranty guarantee.

❓The documents explicitly state that the absence of such insurance or unwillingness to conclude it in the event of award leads to exclusion, but they do not mention any separate bid, performance or warranty guarantees.

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

✓Such as for subcontracting, the input stipulates that the contractor must principally perform the services with its own staff.

✓Subcontracting (Nachunternehmereinsatz) is allowed only with prior written consent of the contracting authorities, and an application for approval must be submitted at least one month before the intended subcontracting.

✓Without prior consent, subcontracting is allowed only in exceptional situations to cover short‑term additional needs or temporary staff shortages (including temporary agency staff for illness/holiday), and the authorities must be informed immediately; if such use lasts longer than four calendar weeks, explicit approval is required.

✓In addition, where capacities are relied upon (Eignungsleihe), a “Verfügbarkeitserklärung des Unterauftragnehmers” must be submitted, naming the subcontractor, describing the partial services and confirming that the resources are available, and the subcontractor’s declaration must be signed and uploaded.

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

❓Such as a site visit, the provided text does not announce any formal bidders’ site inspection or visit, nor any mandatory attendance requirement.

❓The documents list the various sites (GSI campus, FAIR Anlage, Steinhaus, external warehouses, etc.) and mention that the authorities will provide necessary information and enable on‑site instruction on specific hazards and systems during contract execution, but there is no scheduled site visit in the tender conditions and no indication that a site visit is obligatory as part of the bid.

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

✓Such as language requirements, section “Sprachen” of the Bewerbungsbedingungen states that the procedure and contract language is German.

✓The procurement documents may be in German and English, and some technical appendices only in English; however, where documents are bilingual, only the German version is binding and the English version is for information only.

✓If the bidder submits qualification or other evidentiary documents in another language, German translations must be submitted together with them.

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

✓Up to the end of the submission period, offers can be withdrawn electronically through DTVP; afterwards, the offer is binding until the end of that Bindefrist.

Further details

✓Framework agreement Werkschutz 2027 – tender conditions and execution requirements

✓The input text concerns the open procedure under German procurement law (VgV) for the “Rahmenvereinbarung Werkschutz 2027–2033” of GSI Helmholtzzentrum für Schwerionenforschung GmbH and FAIR GmbH in Darmstadt, Germany.

✓It describes the contractual framework, performance requirements and the bidding conditions from the German contracting authorities’ point of view.

✓The procedure is EU‑wide, but the governing law, language rules and references (GWB, VgV, VOL/B, BTTG, MiLoG, DSGVO, BewachV, etc.) are clearly German, and the place of performance is in Germany.

✓Instead, there is a mandatory Betriebs-/Berufshaftpflichtversicherung (professional/business liability insurance) to be maintained throughout the contract.

⚠The bidder must submit a self‑declaration confirming insurance cover with minimum per-claim sums of 5,000,000 EUR for personal injury, 1,000,000 EUR for property damage, 1,000,000 EUR for financial losses, 1,000,000 EUR for handling damage and 500,000 EUR for key loss, and must provide proof of this insurance to the contracting authority before the start of performance.

✓Offers must be submitted electronically via the DTVP platform in text form (§ 126b BGB); email submission is expressly excluded.