Denmark, a glossary for government procurement

Glossary of Public Procurement Terms in Denmark

Procedures

• Offentligt Udbud: Open Procedure: A procurement process where any interested supplier may submit a bid. This process is fully open to all potential suppliers to encourage wide competition.
• Begrænset Udbud: Restricted Procedure: A two-stage process where suppliers first submit applications demonstrating their capacity. Only selected suppliers are then invited to submit tenders.
• Konkurrencepræget Dialog: Competitive Dialogue: A procedure for complex contracts where the contracting authority discusses all aspects of the contract with suppliers before final bids are submitted.
• Forhandlet Procedure: Negotiated Procedure: A process where the contracting authority negotiates directly with one or more suppliers without a fully open competition. Used in specific circumstances.
• Rammeaftale: Framework Agreement: An agreement with one or more suppliers that sets out terms and conditions under which specific purchases (call-offs) can be made throughout the term of the agreement. Frameworks do not guarantee any volume of orders.
• Dynamisk Indkøbssystem (DIS): Dynamic Purchasing System (DPS): An electronic procurement process for commonly used goods, works, or services. It remains open throughout its duration for new suppliers to join if they meet the specified criteria.

Key Documents

• Udbudsbekendtgørelse: Contract Notice: A public announcement inviting suppliers to express interest and bid for a contract. It includes essential details about the procurement, such as scope, eligibility criteria, deadlines, and submission procedures.
• Tildelingsmeddelelse: Contract Award Notice: A public announcement informing stakeholders of the successful supplier(s) chosen following a procurement process, along with key details of the awarded contract.
• Udbudsmateriale: Tender Documents: A set of documents provided to potential suppliers detailing the specifications, requirements, and conditions of the contract.
• Opmærksomhedskald: Call for Expressions of Interest: A preliminary step inviting suppliers to express interest in a potential procurement project, often used to gauge market interest and capability.
• Udbudsbetingelser (ITT): Invitation to Tender (ITT): A document issued to shortlisted suppliers inviting them to submit detailed proposals or bids for a specific contract.
• Prækvalifikationsmateriale: Pre-Qualification Questionnaire (PQQ): A document used to shortlist suppliers based on their capacity, financial standing, and experience before inviting them to tender.

Key Roles

• Indkøber: Buyer: The contracting authority or entity responsible for procuring goods, services, or works. This term can refer to individuals or departments within public sector organizations.
• Leverandør: Supplier: Any individual or organization that provides goods, services, or works in response to procurement opportunities.
• Ordregiver: Contracting Authority: Any public sector organization that has the legal authority to enter into contracts for goods, services, or works.
• Indkøbsansvarlig: Procurement Officer: An individual responsible for managing the procurement process, from planning and sourcing to contract management.
• Evalueringsudvalg: Evaluation Panel: A group of individuals responsible for assessing and scoring tender submissions against the evaluation criteria set out in the tender documents.

Evaluation Procedures

• Økonomisk Mest Fordelagtige Tilbud (MEAT): Most Economically Advantageous Tender: An evaluation method used to determine the best value for money by considering various criteria such as price, quality, technical merit, and sustainability.
• Tildelingskriterier: Award Criteria: The specific factors and metrics against which tender submissions are assessed. These can include price, quality, delivery time, and after-sales service.
• Evalueringssystem: Evaluation System: A tool used to systematically score and compare tender submissions against the award criteria.
• Evalueringsmatrix: Evaluation Matrix: A document or tool used to record and compare the scores of different tender submissions.
• Afklarende Spørgsmål: Clarification Questions: Questions posed by the procurement team to suppliers during the evaluation process to clarify aspects of their tender submissions.
• Standstill Periode: Standstill Period: A mandatory pause period between the notification of the contract award decision and the signing of the contract, allowing unsuccessful suppliers to challenge the decision if necessary.

References

• Udbudsloven: The legal framework governing public procurement in Denmark.
• Konkurrence- og Forbrugerstyrelsen (KFST): The Danish Competition and Consumer Authority, providing guidance and policies on public procurement.
• Udbud.dk: The central platform for public procurement opportunities in Denmark.

This glossary provides a comprehensive overview of the key terms and procedures in the public procurement landscape in Denmark, with English descriptions to facilitate understanding.