Medical supervision (medical examination) for Actiris

The scope of the contract is described as a framework agreement for medical control services for Actiris staff. Such as: controls of absences for medical reasons, reduced performance for medical reasons, and related advisory and statistical services, across the whole Belgian territory, with informative prices for controls in other EEA countries. Quantities are estimated on the basis of 2025 volumes (e.g. 266 home controls, 226 “absence at home” controls, 200 practice-based controls, 82 “no-show” controls) and these multipliers are used in price evaluation. The framework agreement has a financial ceiling of 310,000 EUR excl. VAT (77,500 EUR per year); once reached, no further orders can be placed. The duration is one year from the first order (earliest 1 December 2026), renewable tacitly up to three more one‑year periods; it may be exceptionally extended for continuity of service if a new tender cannot yet be awarded. Services must be executed according to the “technical prescriptions” section, at the locations and within the deadlines set there, and include the ability to organise foreign controls (outside Belgium) under defined conditions, with three cross-border staff’s controls still treated as “within Belgium.”

Award criteria and weighting are set out in both language versions and are aligned. Such as: the economically most advantageous tender is chosen based on 40% price and 60% quality. Price is evaluated on an annual basis using the unit prices multiplied by estimated quantities (home, absence, practice, no‑show controls) plus prices for administrative management of medical certificates, data transfer, statistics and specific reports, personalised advice on control modalities/criteria and unjustified absences, and informative prices for EEA controls. Quality (60%) is broken down into six sub‑criteria of 10% each: reception and processing of certificates (including electronic means), selection of medical controls, communication about absences and performed controls and completeness of processing, execution and methodology of controls (delays, locations, notification of staff, number and distribution of doctors and speed of intervention), data security and quality monitoring including ethics and complaints handling, and personalised advice on absenteeism management and transfer of statistical data. Bidders must provide their 15‑page organisation note specifically to allow scoring of these quality sub‑criteria.

Risks and special conditions are extensively governed by Belgian execution rules (AUR/RGE). Such as: a mandatory performance guarantee (cautionnement / borgtocht) equal to 3% of the total contract amount excl. VAT, rounded up to the next ten euros, to be constituted within 30 calendar days after contract conclusion via Deposito- en Consignatiekas, a joint guarantee society, or a bank/insurance guarantee (branch 15). There are no price revision clauses for market indexation (art. 38/7), but detailed re‑examination clauses exist for suspensions or unforeseen circumstances that disturb the contractual balance (arts. 38/9, 38/10), allowing extensions, reductions or even termination. Subcontracting is permitted only with prior approval: the contractor must indicate intended subcontracted parts and proposed subcontractors; new subcontractors require submission of identity, experience, and criminal record for Telemarc checks; breaches trigger a formal “proces‑verbaal” and may lead to special fines of 100 EUR/day, stopping subcontracted services, mandatory replacement, and possibly “for account” measures. The offer validity period is 90 calendar days from the day after the deadline for receipt of tenders. Questions must be asked exclusively via the e‑Procurement online forum by 27 October 2026, with answers published at least seven days before the 9 November 2026, 10:00 submission deadline. A demonstration of the IT support tool may be organised later. The contractor must issue only electronic invoices (UBL XML via Peppol/Mercurius, plus a PDF copy), within 30‑day verification and payment terms, and respect data protection, confidentiality, non-discrimination, OIT core conventions and general liability obligations; non‑compliance may be treated as a breach leading to formal notice, penalties or unilateral termination.

Contradictions or corrections within the documents are limited and largely linguistic rather than substantive. The Dutch “bestek” and the French “cahier spécial des charges” mirror each other in structure and content (e.g. same turnover threshold of 100,000 EUR, same 3% guarantee, same award criteria and sub‑weightings, same ceiling of 310,000 EUR, same dates and procedural rules). Where parallel passages exist (for instance about selection criteria, foreign controls, or award criteria wording), the substance is consistent, only phrased differently. In the table of contents, both documents explicitly state that there are no derogations from the general execution rules (AR 14 January 2013), meaning the RGE/AUR applies fully. In case of doubt or apparent contradiction between the offer and the tender documents, the texts themselves clarify that the legal and tender documents (law 2016, AR 2017, AR 2013, ordinances and circulars) prevail over any conflicting clause in the bidder’s offer or general conditions, so the statements in the official bestek/cahier spécial des charges apply.