Compliance requirements
The bidder must confirm in the European Single Procurement Document that the bidder, its management or supervisory board members, procurists and authorised representatives have not been convicted by a final judgment within the last five years of participation in a criminal organisation, corruption, fraud, terrorism-related offences, money laundering or terrorist financing, illegal use of child labour or other forms of trafficking in human beings.
The bidder must not have outstanding taxes or social security contributions. For tax debt, the notice specifies a threshold of EUR 0; the Estonian Tax and Customs Board does not issue a tax debt certificate, among other cases, where the debt administered by the same tax authority is below EUR 100 or payment has been deferred. Fulfilment of the obligations or a binding payment arrangement must be evidenced where necessary.
Other possible exclusion grounds include bankruptcy, insolvency or liquidation proceedings, assets being administered by a liquidator or court, suspended business activities, serious professional misconduct, agreements restricting competition, a conflict of interest, serious breaches of previous public contracts or early termination, damages or contractual penalties. Exclusion may also result from submitting false information, failing to provide required information or documents, or improperly influencing the contracting authority’s decision-making process.
The bidder must confirm that awarding the contract would not breach international or Estonian sanctions, that the proposed goods are not subject to sanctions and do not originate from sanctioned regions, and that no participation restrictions set out in the tender documents apply. National exclusion grounds concerning enabling an unlawfully staying foreign national to work and convictions for tax offences are also checked. If an exclusion ground exists, the contracting authority may request explanations and evidence of remedial measures restoring the bidder’s reliability where permitted by applicable law or the tender documents.
Qualification criteria and exclusion grounds
The bidder must be registered in a commercial register as required in Estonia or in its country of establishment. A foreign bidder must provide a certificate or copy of registration where registration is required in its country.
The bidder’s average net turnover for the last three financial years completed before the launch of the procurement, covering 01/01/2023–31/12/2025, must be at least EUR 150,000 per year. For an undertaking operating for less than three years, the average is calculated over its actual operating period. Turnover data must be provided in the European Single Procurement Document, and the contracting authority may request additional evidence where the data cannot be verified through the commercial register.
During the 36 months preceding the launch of the procurement, the bidder must have properly completed contracts for the sale and installation of similar audio and video equipment for legal persons, with a total value of at least EUR 130,000 excluding VAT. At least one contract must have a value of at least EUR 70,000 excluding VAT. Similar contracts are those involving the sale and installation of audio and video equipment for an auditorium, hall or other space of comparable size and function. The equipment must have been delivered and accepted by the customer; the warranty period may still be ongoing. The bidder must provide details of the reference contracts and, upon request, documentary evidence of their performance. Joint bidders may combine their figures.
The bid must be unconditional and complete; conditional and partial bids are not permitted. The proposed goods and services must comply with the technical description and the price table in Form 4. The completed Form 4 must describe the proposed goods and services and provide the prices. Unit prices and the total price must include all costs, including licences, delivery, materials, labour, transport, installation, configuration, training, required permits and documentation. The total price must be submitted exclusive of VAT and must correspond to the amount stated in Form 4.
The bidder must offer a warranty period for the equipment, confirm that the products may be sold in the European Union, and provide maintenance and user manuals in Estonian. Before submitting the bid, the bidder must inspect the rooms in the building where the contract will be performed and sign the site inspection sheet in the presence of the contracting authority’s representative. Failure to meet this requirement results in rejection of the bid without further examination. If an equivalent solution is offered, the bidder must provide evidence explaining its equivalence where necessary.
If the bidder relies on the capacities of another entity, it must submit that entity’s European Single Procurement Document and consent together with the bid. In a joint bid, a power of attorney for the joint bidders must be submitted; joint bidders are jointly and severally liable for contract performance. For checking exclusion grounds, the names and personal identification codes of authorised persons who do not appear in the relevant register must also be provided.