E-case Implementation - EUACI

Description

In August 2019, the Ministry of Foreign Affairs, Danish Embassy in Kiev (MFA) and Synergy International Systems (Synergy) entered into Contract DC3270 regarding the delivery, maintenance and support of an eCase Management System (eCase MS) following an EU tender procedure. The EU tender procedure was announced via contract notice no. 2019/S 063-146918 in the Official Journal of the European Union, and the award of the Contract to Synergy was announced via contract award notice no. 2019/S 169-413567 in the Official Journal of the European Union. On the basis of this contract, the MFA has awarded Synergy the assignment to deliver second phase integration of two other electronic systems with the eCase MS by entering into an addendum (Addendum #2) with Synergy. Lot 1: In August 2019 the Ministry of Foreign Affairs, Danish Embassy in Kiev (MFA) and Synergy International Systems (Synergy) entered into Contract DC3270 regarding the delivery, maintenance and support of an eCase Management System (eCase MS) following an EU tender procedure. The EU tender procedure was announced via contract notice no. 2019/S 063-146918 in the Official Journal of the European Union, and the award of the Contract to Synergy was announced via contract award notice no. 2019/S 169-413567 in the Official Journal of the European Union. On the basis of this contract, the MFA has awarded Synergy the assignment to deliver second phase integration of two other electronic systems (the URPI system and the D3 system) with the eCase MS by entering into an addendum (Addendum #2) with Synergy. The need to integrate the URPI and the D3 systems with the eCase MS was described in general terms in sections II.1.4) and II.2.4) of the Tender Notice and was in more detail described in the technical specifications of the tender documents (Requirement no. 70 i section B of Appendix 3). In the tender documents it was presupposed that the URPI and the D3 systems would integrate with the eCase MS through a third system (the Trembita system). However, after the commencement of Contract DC3270, it was discovered that the URPI and the D3 systems are not connected to the Trembita system making it considerably more difficult to complete the integration of the two systems with the eCase MS. Under these circumstances, the MFA acknowledged that the completion of the integration of the URPI and the D3 systems with the eCase MS is not covered by the original contract sum of DKK 19,445,495.54 and needed to be payed separately. According to Addendum # 2 the MFA pays Synergy DKK 505,929.85 to complete the second phase integration of the URPI system with the eCase MS. Furthermore, the MFA remunerates Synergy to complete the second phase integration of the D3 system with the eCase MS by i) spending 472 prepaid hours reserved for completing change requests and ii) paying an additional amount of DKK 110,520.94. According to Contract DC3270, a total of 600 hours reserved for the completion of change requests is included in the yearly service and maintenance fee. As a consequence, the assignments to deliver second phase integration of the URPI and the D3 systems with the eCase MS have a total value of approximately DKK 914,000, but only DKK 616,450.79 is effectively being paid from the MFA to Synergy. Before entering into the addendum (Addendum # 2) the MFA published a Voluntary ex ante transparency (VEAT) notice in the Official Journal of the European Union (VEAT notice no. 2021/S 227-598484) and awaited the expiry of a 10 days' time period, in accordance with the procedure described in section 4 of the Act on the Danish Complaints Board for Public Procurement (Act no. 593 of 2 June 2016).