Tender process | Energinet

The tender process

The tender process in a tender at Energinet often follow the structure listed here below. The tender process can be structured different from tender to tender, where each step can be removed or added depending on the situation. Therefore please only see this list of steps as an overview and inspiration to how the tender process may look like at Energinet.

Prequalification

Each applicant applying for prequalification will be evaluated on the suitability in regards to the task tendered (a: economic and financial capacity and b: technical and professional abilities).  

Energinet determines which selection criteria will allow competition within the particular category of products, works or services from each tender. In accordance with the regulations of the EU Utility Directive the selection criteria must be objective and transparent to ensure adherence to the principles of equal treatment, transparency and proportionality.    

Examples of selection criteria:  

  • Minimum turnover for the most recent years  
  • Net capital, turnover, and solvency ratio  
  • List of suitable references from contracts of a similar nature performed in the past  

Economic operators must record the information in ESPD (European Single Procurement Document).

Tender documents

The tender documents and the call for competition collectively form the basis for the procurement procedure as well as the basis for the content of the tenders or requests for participation submitted by interested economic operators.  

The tender documents generally consist of:

  • Minimum conditions, including appendices
    • Tender list, supporting documents, delivery schedule etc.
  • Specification of requirements, including appendices
  • Detailed description of the products, works or services called for
    • Basis of agreement: a draft contract, standard agreement, or other basis of agreement  

Energinet.dk generally applies the award criterion ”most economically advantageous tender” and awards the contract to the tenderer which offers the best price-quality ratio.

Receipt of tenders

The tender documents state the deadline for receipt of tenders defined by Energinet.  

It is of the utmost importance to comply with the deadline given in Energinet's tender documents, as tenders submitted past the deadline are considered non-compliant. If the tender is not received in due time the tenderer will be excluded from the procurement procedure.  

Moreover, Energinet would like to stress that it is very important that tenderers use the templates provided with the tender documents, such as e.g. the Tender List template.

Negotiations

Energinet generally apply the so-called ”negotiated procedure” when conducting a tender procedure. The time limit and scope of negotiations vary with each call for competition and depend on the complexity, budget (size) and importance etc. of the project.  

 During negotiations, Energinet informs all tenderers about Energinet’s assessment of the characteristics and relative advantages of the tenders received.  

The aim of negotiations may also be to improve the content of the tenders and eliminate inappropriate solutions.  

During negotiations, Energinet is committed to ensure that it does not provide information in a discriminatory manner which could give some tenderers an advantage over others.

Evaluation

Energinet evaluates tenders in accordance with the award criteria detailed in the tender documents.  

The evaluation is solely based on the written requirements of the tender documents, and is an objective and factual comparative assessment of the tenders received.

Awards & Rejections

After the final evaluation, Energinet’s notifies the tenderers of the tender result. The successful tenderer is informed of the reasons why its tender was selected. An unsuccessful tenderer is informed the reasons for the rejection of its tender as well as the name of the successful tenderer. Additionally, the notification of award of contract provides the date for the expiry of the standstill period.  

If the procurement process started in TED (Tenders Electronic Daily) the process will end with the submission of a contract award message in TED. 

Conclusion of Contracts

A contract between Energinet and the successful tenderer may be concluded after the expiry of the standstill period.The standstill is counted with 10 calendar days with effect from the day following the date on which Energinet has sent the contract award notification (decision) by electronic means.