CLARIFICATION MEETING Tender regarding Medals A joint tender

CLARIFICATION MEETING Tender regarding Medals A joint tender on behalf of DALO and the Danish Police DALO, 22 nd of January 2021 . © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

WELCOME Participants from DALO Sami Rida – Technical & Project Manager Caroline Rytter Larsen – Sourcing Manager Mia Bjerring Birkebæk – Senior Sourcing Manager . CLARIFICATION MEETING – Medals 2 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

AGENDA § Welcome and Introduction § Information and orientation regarding the tender § The tender procedure, prequalification § Time Schedule § Communication § Questions . CLARIFICATION MEETING – Medals 3 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

INTRODUCTION § The tender shall provide the Danish Defence & the Danish Police with a Framework Agreement for a 4 years period that insures the supply of all Medals and accessorize used by DALO and the Danish Police. § The products shall be delivered in accordance with the Technical Reference for each item, and the Technical drawings, as well as the requirements stated in the tendering material. § Negotiation procedure – with INDO and BAFO incl. Test Specimens . CLARIFICATION MEETING – Medals 4 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

TENDER PROCEDURE, PREQUALIFICATION PHASE ESPD The candidate shall fill out § Section II – Information concerning the economic operator § A shall be filled out, B, C and D shall be filled out if relevant § Section III – Exclusion Grounds § A, B and C shall be filled out § Section IV. B – Economic and financial standing § shall be filled out in the ESPD § Financial ratio § Section IV. C – Technical and professional ability § shall be filled out in the ESPD. § References (be aware of details) § Section V – Reduction of the number of the qualified candidates § State which category of entreprise the candidate is defined as Section VI – Concluding statements §. CLARIFICATION MEETING – Medals 5 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

TENDER PROCEDURE, PREQUALIFICATION PHASE ESPD - Section II – Information concerning the economic operator If the Candidate is composed of a group of entities (e. g. consortium), including temporary joint ventures. CLARIFICATION MEETING – Medals 6 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

TENDER PROCEDURE, PREQUALIFICATION PHASE ESPD - Section II – Information concerning the economic operator If the Candidate relies on the economic and financial standing or technical and/or professional capacity of an entity or entities . CLARIFICATION MEETING – Medals 7 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

TENDER PROCEDURE, PREQUALIFICATION PHASE ESPD . CLARIFICATION MEETING – Medals 8 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

TENDER PROCEDURE, PREQUALIFICATION PHASE ESPD Section IV. B – Economic and financial standing Contract Notice Section III. 1. 2) Economic and financial standing § The candidate must have had a positive equity ratio in each of the 3 (three) latest financial years available. § The equity ratio is calculated by dividing the candidate's equity with the candidate's total assets (equity/total assets x 100). § Remember if positive, the equity ratio must be a number: for example : 5, 5 or 15, 2 § The candidate must provide the information in the ESPD. . CLARIFICATION MEETING – Medals 9 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

TENDER PROCEDURE, PREQUALIFICATION PHASE ESPD Section IV. B – Economic and financial standing . CLARIFICATION MEETING – Medals 10 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

TENDER PROCEDURE, PREQUALIFICATION PHASE Limitation of candidates Contract Notice Section II. 2. 9) Information about the limits on the number of candidates to be invited § DALO expects to prequalify up to 5 applicants o Up to 3 candidates which are micro or small entreprises (group 1) o Up to 2 candidates which are medium-sized or large entreprises (“large enterprises” are enterprises that are neither micro-, small- or medium-sized enterprises) (group 2) § The definition of micro, small and medium-sized enterprises is defined in accordance with Commission Recommendation of 6 May 2003 (2003/361/EC). . CLARIFICATION MEETING – Medals 11 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

TENDER PROCEDURE, PREQUALIFICATION PHASE ESPD Section V Category of entreprise § The candidate shall in the ESPD, section V, state which category of enterprise the candidate is defined as (according to the described rules in the document “Additional information to Contract Notice”). § See Section II. 2. 9) § Furthermore, the candidate should submit the most relevant information for determining which category of enterprise the candidate is defined as. As a minimum, the following data should be stated: § Staff headcount § Annual turnover § Balance sheet. CLARIFICATION MEETING – Medals 12 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

TENDER PROCEDURE, PREQUALIFICATION PHASE ESPD Section V Reduction in the number of qualified candidates State which category of entreprise & a description of; -Staff headcount -Annual turnover -Balance. CLARIFICATION MEETING – Medals 13 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

TENDER PROCEDURE, PREQUALIFICATION PHASE Contract Notice Section II. 2. 9) Evaluation of references The limitation of candidates within each group of enterprises will be based on a evaluation of those candidates have documented the most relevant previous deliveries in comparison to the contract/purchases described in section II. 1. 4) and section II. 2. 4) in the Contract Notice. The evaluation will be based on the list submitted by the candidates in the European Single Procurement Document (ESPD) according to section III. 1. 3) in the Contract Notice. The list must contain previous deliveries whether the candidate is one entity, composed of a group of entities (e. g. consortium), including temporary joint ventures or relies on the technical and professional capacity of other entities. . CLARIFICATION MEETING – Medals 14 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

TENDER PROCEDURE, PREQUALIFICATION PHASE Contract Notice Section II. 2. 9) Evaluation of references In the evaluation it is weighted positive: § “the nature of the previous deliveries and the time of delivery so that more recent deliveries will be deemed more relevant than older deliveries. ” § That “the Candidates have experience with massive silver materials: silver 999 and silver 925 as well as experience with Hallmark Stamped products and both will be deemed more relevant than working with other materials/ processes. ” § “The description should include a clear indication of which specific parts of the deliveries that are similar to the supplies as described in section II. 1. 4) and II. 2. 4). ” . CLARIFICATION MEETING – Medals 15 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

TENDER PROCEDURE, PREQUALIFICATION PHASE Contract Notice Section II. 2. 9) Evaluation of references Attention: § “Please note that any ambiguities and/or incomprehensibilities in the information submitted may be regarded negatively in the evaluation when selecting the limited numbers of Candidates. The list of previous deliveries should preferably include a short description of each delivery. ” § “The description should also include a description of the Candidates participation/role in the performance of the deliveries. ” § “The description should contain information on the date of the deliveries, the size/materials/quantity/volume and value of the deliveries, the recipients of the deliveries (specific names/countries are preferred, but not necessary, …)”. § “Please also indicate which materials the deliveries include, for example silver 999 or 925 and also include, if the products have been Hallmark Stamped” § “Only the deliveries (references) performed at the time of the deadline for the request to participate will be considered when assessing which candidate has documented the most relevant previous deliveries, cf. section II. 2. 9 ). ” . CLARIFICATION MEETING – Medals 16 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

TENDER PROCEDURE, PREQUALIFICATION PHASE ESPD Section IV. C Technical and professional ability . CLARIFICATION MEETING – Medals 17 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

PROCEDURE AFTER PREQUALIFICATION ? . CLARIFICATION MEETING – Medals 18 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

TENDER PROCEDURE, TENDER PHASE (After Prequalification) § Only relevant for prequalified candidates Another Clarification meeting will be held in April 2021. § Completion of the offer(s) by the Tenderers (INDO & BAFO) § Evaluation of the offers § Negotiation § Award of the contract . CLARIFICATION MEETING – Medals 19 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

TIME SCHEDULE Date; time Event Deadline for submission of ESPD for Prequalification 22 nd February 2021 Clarification meeting, cf. 4. 2 Week 13 7 th April 2021 Deadline for submission of questions, cf. clause 4. 1. Week 17 Estimated deadline 28 th April 2021 INDO deadline, cf clause 5. 1. Week 19 Week 20 -23 Estimated Test period 1 Week 23 -24 Estimated 10 th June 2021 – 18 th June 2021 Negotiation phase, cf. clause 6. Estimated date when the BAFO must be submitted, cf. clause 7. 2. Estimated Test period 2 Estimated date when the Contract will be awarded. Expected date when the Contract will be signed. Week 33 - 36 Week 44 Week 46 . CLARIFICATION MEETING – Medals 20 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

COMMUNICATION Ethics § All communication shall be on ETHICS web portal. § All questions must be written and can be asked by using the tab ”Communication”. All questions will be replied via ETHICS § Ethics Support § Phone number : (+45) 70 22 70 07 § Opening hours : Monday-Friday 09: 00 – 16: 00 CET . CLARIFICATION MEETING – Medals 21 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

QUESTIONS . CLARIFICATION MEETING – Medals 22 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

THANK YOU . CLARIFICATION MEETING – Medals 23 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

Minutes of Meeting – 22. 01. 2021 At the clarification meeting DALO went trough this Power Point presentation. It is stated that this clarification meeting only concerns how to apply for prequalification in order to submit an offer. DALO will later hold another clarification meeting (meeting no. 2) for the prequalified candidates. The date of the next clarification meeting will be stated on Ethics, when decided. The expected date will be in April 2021. In addition, it was emphasized that it is very important to send your request for prequalifcition on Ethics, and before the deadline; 22 nd February 2021; 13: 00 CET. Remember to use the presentation as a guideline when the Candidates fill out the ESPD. . CLARIFICATION MEETING – Medals 24 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

Minutes of Meeting – 22. 01. 2021 The following was discussed with the participants: Question: Regarding the financial info; If we rely on other entities, should we state the total headcount and a combined total balance sheet etc. for both entities or should we do it separately for each company in a separate ESDP? DALO’s answer: Both entities should state the financial information in their ESPD. It is also possible just to state the combined financial information. The candidate should state clearly if it is combined financial information or not. Question: Do you have at specific date for the INDO? At the moment it is stated as week 19. DALO’s answer: At this point, the Contracting Authorities do not have a specific date. The specific date will be announced when the prequalification phase is completed. The timetable is based on expected dates and may be changed later in the tender procedure. . CLARIFICATION MEETING – Medals 25 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

Minutes of Meeting – 22. 01. 2021 Question: How do you control the Agreement regarding Medals, and control the Medals after signing the contract? Will you go to the Supplier? DALO’s answer: DALO specifically reserves the right to inspect and monitor the preparation and production of the Deliverables which may include documentation from first, second and/or third party, wherever work related to the Agreement is performed as stated in Special Appendix 1, section 4. DALO will typically conduct visits at the award winning Supplier’s production facilities. An implementation Meeting will be held between DALO and the award winning Supplier, where both parties will discuss their future cooperation and schedule all future meetings at their mutual premises. Question: This price is only 30 % and the quality is 70 %. If I come with a high price, you don’t evaluate the quality more? DALO’s answer: Remember, it is a clear statement and a choice from DALO and the Danish Police, that this tender deems Quality very high, hence the high ratio for Quality (70%) compered with the Price ratio (30%). . CLARIFICATION MEETING – Medals 26 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION

Minutes of Meeting – 22. 01. 2021 Question: Will we be able to see who participates in the INDO? DALO’s answer: In both the Invitation letters and Rejection letters, it will be stated clearly who prequalified for this Tender of Medals. Question: Is it possible to terminate the contract if DALO is not satisfied with the products? DALO’s answer: There are clauses in the Tendering material, the Framework Agreement and the Appendices, which enables both DALO and the Danish Police to terminate the Agreement during the 4 years of the Agreement, if the Supplier does not comply with the content of the Agreement. As an example; if the award winning Supplier is responsible for delaying deliverables; this will not result in the termination of the Agreement, but both DALO and the Danish Police has the right to give the award winning Supplier a penalty/remedy according to The Framework Agreement, section 11. Question: Will you evaluate the prices after one year or is it the second year? DALO’s answer: “The prices set out in Appendix C. 1 shall be fixed for the first 12 (twelve) months after Commencement. ” cf. Appendix F, please read this Appendix F, for details. The parties have a posibility to change the prices after 12 months. . CLARIFICATION MEETING – Medals 27 © MAY NOT BE PUBLISHED WITHOUT PERMISSION FROM THE DANISH DEFENCE ACQUISITION AND LOGISTICS ORGANIZATION