Extension BIZGIS phase 3

✓Place of performance is mainly VLAIO/Vlaamse overheid offices and local authorities on-site.

✓Quantities are indicative only; no minimum quantities are guaranteed and the maximum contract value over the whole term is €800,000 excl. VAT.

✓Separate settlement is foreseen for the generic task and the specific tasks per local authority; specific tasks are invoiced quarterly based on delivered and accepted services.

✓Award criteria and weighting are set out clearly.

✓Such as: the economically most advantageous tender is chosen on best price-quality ratio with three criteria: “Visie op de opdracht” (20 points), “Plan van aanpak” (40 points, with a minimum score requirement of 50% to remain in contention) and “Prijs” (40 points).

✓The price criterion is further split, and a formal correction clarifies that: 15 points relate to the total price for the generic part (sections 3.1 and 3.2.1) with score formula (lowest regular offer / bidder’s offer) × 15; and 25 points relate to the average hourly rate (junior/senior) for the specific part (sections 3.2.2–3.5) with formula (lowest regular hourly rate / bidder’s rate) × 25. Earlier references to 30 and 10 points are expressly corrected and the correction document prevails.

✓The qualitative criteria expect a demonstrated understanding of BIZGIS objectives, data and GIS challenges, differences in digital maturity across local authorities, and a scalable, standardized methodology, as well as a detailed, phased plan of approach covering method, maturity assessment, knowledge transfer, risk analysis, quality assurance and reusability of deliverables.

❓Such as: strict exclusion grounds based on Belgian law and Directive 2014/24/EU, including criminal offences, insolvency, environmental/social/ labour violations and Russia sanctions (Regulation (EU) 833/2014); obligation to use Dutch in all communications and to provide translations of foreign documents; a 120-calendar-day tender validity period starting the day after the submission deadline; mandatory qualified electronic signature on the e-Procurement submission report by duly authorized persons, with supporting authorization documents.

✓No performance bond is required.

✓Price elements must include administration, travel, insurance, documentation, packaging, training and mandatory health and safety measures; prices for specific tasks are subject to annual indexation via the health index (base 2013).

✓There are penalties for deficient performance (general fines under KB Uitvoering) and delay (contractual delay penalties, with each component treated as a separate assignment); disputes must be brought before a Dutch-language Belgian court.

✓Subcontracting is allowed but under an obligation that no exclusion grounds apply to subcontractors, and any change in entities whose capacity is used requires prior approval; confidentiality, information security and GDPR compliance are strongly emphasized, as is non-discrimination and adherence to social and labour law.

✓Questions on tender documents can be submitted by email up to ten calendar days before the tender deadline; no site visit is foreseen or required; published clarifications become integral contractual terms that bidders are deemed to know.

✓Several contradictions and template leftovers are explicitly corrected by the “Rechtzettingen en verduidelijkingen” document, which prevails over the original bestek where differences exist.

✓Such as: references to an inventory and separate VAT line in a “inventaris” (sections 2.5.5.2 and 4.1.1) are overridden – no price inventory is requested; prices and VAT must only be entered via the official offer form.

✓References to lots (“perceel”, “percelen”) are declared not applicable; the requirement to identify a project leader and deputy “per perceel” is clarified to mean one project leader and at least one deputy for the whole assignment.

✓The internal inconsistency in price criteria points (30/10 vs. formulas 15/25) is resolved with a binding correction to 15 and 25 points.

✓Clarifications also explain the phased development and cost allocation of the digital maturity scoring methodology between the generic and specific parts and clarify that specific preparatory services for local authorities on the shortlist are always charged at the offered hourly rates, even if no follow-up guidance is ordered.

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 and performance/warranty guarantees, the text states under section 4.3 “Borgtocht (art. 25 tot met 33/1 KB Uitvoering): Er wordt geen borg gesteld.” This means no performance bond (borgtocht) is required for this contract.

✓There is no mention of a separate bid bond or warranty guarantee elsewhere, and the rectification document confirms that references to a price inventaris were template remnants only.

✓Thus bidders do not need to provide any financial security (no bid bond, no performance or warranty guarantee) in any amount or by any particular deadline.

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

✓On subcontracting, such as. using third parties for parts of the services, the ESPD/UEA section asks whether the entrepreneur plans to give part of the assignment in onderaanneming to third parties and, if so, to list the (categories of) subcontractors and provide ESPD information for them when explicitly requested.

✓The bestek also stipulates that confidentiality and non-discrimination obligations must be imposed on any subcontractors.

✓Furthermore, if the tenderer relies on the “draagkracht” (capacity) of other entities for economic/financial criteria, both the tenderer and those entities are jointly and severally liable for performance, and this must be formalized in a written “verbintenis draagkracht.” Thus subcontracting is allowed, but: subcontractors may need to be identified; ESPD information may be required when the authority asks; and key legal obligations (confidentiality, equality, social fraud provisions) must be passed through to them.

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

✓Concerning meetings and site visits, such as. pre-bid events, the bestek provides for an “informatievergadering” (information meeting) on 27/10/2026 at 9:30, held online, for which bidders are strongly recommended to attend and must pre-register via email.

✓However, attendance is “sterk aanbevolen,” not mandatory; there is no mention of any physical site visit, and the tender is a services contract (methodology development, guidance of local authorities) so no site inspection is foreseen.

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

✓On language requirements, such as. the language of the offer and supporting documents, section 2.5.7 “Communicatie” stipulates that the tenderer uses “uitsluitend het Nederlands” for all oral and written communication with the contracting authority.

✓It also states that for documents that are only available in another language, the authority may demand a translation, possibly a sworn translation.

✓During contract execution, the same rule is repeated: the contractor must use only Dutch in communications with the authority.

✓Therefore the tender and all core documents must be submitted in Dutch; documents originally in other languages may be accepted only insofar as the authority can demand a (possibly certified) Dutch translation.

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

❓Finally, regarding tender validity and bidder questions, such as. how long the offer must remain binding and until when clarifications can be requested, section 2.5.6 specifies the “verbintenis-termijn”: bidders are bound by their offer for 120 calendar days starting the day after the deadline for receipt of tenders (deadline 12 November 2026, 12:00).

✓On questions, the introductory part (“Vragen bij de opdrachtdocumenten”) states that questions can be submitted “tot uiterlijk 10 kalenderdagen voor de limietdatum voor de ontvangst van de offertes” to the indicated email address, with the besteknummer as reference; answers are published as rectification notices and become contractually binding.

✓There is also the separate information meeting, for which questions to be addressed there must be submitted no later than three days before that meeting, but no new questions are accepted during the meeting itself.

Further details

✓Tender conditions for VLAIO-2026-17 – Raamovereenkomst BIZGIS fase 3

✓The input text consists of the bestek (tender specifications) and related annexes for a public services contract “VLAIO-2026-17 – Uitbreiding BIZGIS fase 3” issued by the Flemish government (VLAIO – Agentschap Innoveren en Ondernemen) in Belgium.

✓It describes the legal framework, selection and award criteria, submission rules, contract execution conditions and clarifications for candidate bidders.

✓Countries referred to are primarily Belgium (including Belgian legislation and institutions) and EU Member States in the context of ESPD/UEA and evidence from national databases; the point of view is clearly that of a Belgian contracting authority subject to EU public procurement rules.

✓The documents explain the overall procurement set-up, such as the use of an open procedure, electronic submission via the Belgian e-Procurement platform, and the application of Belgian and EU public procurement law (Wet Overheidsopdrachten, KB Plaatsing, KB Uitvoering).

✓They also set out exclusion grounds, selection criteria (including technical and professional capacity) and the gunningscriteria (visie op de opdracht, plan van aanpak, prijs) for determining the most economically advantageous tender.

✓In addition, they regulate execution aspects like confidentiality, data protection (GDPR), information security, invoicing (Peppol, Mercurius), and non-discrimination obligations.