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FBE – The Danish Defence Building Administration

Danish Defence Estates & Infrastructure Organisation (FBE) carries out restricted call for tendes on framework contracts for the maintenance of military buildings and properties throughout the country. With 11 different types of crafts in 15 geographic areas it means 165 lots, each with 3 suppliers.

FBE is responsible for constructing and maintaining all buildings owned by the Danish Defence – from airports to barracks, naval stations, canteens, and flats. The organisation counts more than 1900 employees, architects, engineers, cleaning and canteen staff. A major part of the maintenance work is carried out by local craftsmen, which are selected for 3-4 years during a major tender, operated by ETHICS/Inno:vasion.

The crafts which are covered by the contract include carpentry and joinery, masonry, construction work, painting, floor work, roofing, gates, fences and wrought-iron gates, plumbing works, electrical works, ventilation work. It is characteristic that the call for tenders appeal to industries which traditionally are not so strong IT-wise and which in 2006 for the first time was to participate in an electronic tender.

350 companies in the covered crafts requested for participation in the restricted procedure via ETHICS prequalification site.

The first step in the process was to evaluate the bidder’s conditions for participation. For this purpose the request for participation was accompanied by responses to a pdf-based questionnaire that was prepared in ETHICS’ questionnaire tool QDesign. The structured questionnaire form contributed to that all companies answered all questions. At the request deadline all responses were automatically merged into one Microsoft Excel result sheet where all responses could be seen together. The IT-supported evaluation process in ETHICS meant that it only took two men two days to evaluate all applications and choose suitable bidders. In the following limited procedure there was also used a questionnaire in PDF format to automatically load and generation of result sheet, plus some detailed questions to each individual craft, which also was prepared in Excel format.

The structured response form minimized the risk of incorrect answers and made evaluation significantly more efficient.

The 165 lots with three suppliers in each agreement meant that there was made a total of 495 contracts, spread over 115 companies. 1.3 Gb material was received from the participating companies, which would have been 7-10 meters of shelf space.

Gurli Frøstrup, Project Manager at Danish Defence Estates & Infrastructure Organisation, said: “It would have been impossible for us to execute such a large tender if we hadn’t had ETHICS. We have repeated the tender in 2009 and plan to repeat it again in 2013. For the suppliers and for us this is a very simple and efficient tool, and it is possible for us to incorporate new requirements and requests very easily in the tender material”