Beratung Digitalisierung Basisinfrastruktur und Reisekosten

The contract has a maximum duration of 4 years (48 months) starting from the date of performance commencement. The framework agreement concludes earlier if the maximum quantity of services is reached.

The start date for services firmly commissioned upon contract award (e.g., inventory of travel expenses) is the date of the contract award, which is anticipated to be October 19, 2026. For services requested via individual call-offs, the start date is the time of the individual call-off, unless specified otherwise within the call-off itself. The contract does not specify a fixed end date, but rather ties it to the maximum 4-year duration or the full completion of services.

Key milestones and phases include:

• Pilot Phase: Expected to be completed approximately 9 months after the contract begins. This phase involves setting up and configuring solutions in a test environment, implementing interfaces, defining pilot scope, testing, training, and evaluating results for a Go/No-Go decision on rollout.
• Implementation: Expected to be completed approximately 12 months after the contract begins. This phase involves the widespread productive rollout of the solutions, activation of interfaces, data migration, and finalization of authorization concepts.
• Stabilization Phase: The client retains a special right to terminate the contract at or after the conclusion of the stabilization phase for the three digital systems and processes.

Specific consulting services for travel expense management, Document Management System (DMS), and eSignature are provided only upon individual call-off.

The core scope of work for this tender is to establish the prerequisites for an economical, future-proof, and legally compliant software procurement and to support the client until the successful implementation of the chosen solution. This is based on an existing digitization concept, specifically addressing the areas of Travel Expense Management, Document Management System (DMS), and eSignature.

The key deliverables and a high-level summary of the Statement of Work include:

• Analysis and Validation: Analyzing and validating the existing digitization concept, conducting detailed as-is analysis of processes, systems, interfaces, and IT infrastructure. This involves collecting and consolidating functional, technical, security, and data protection requirements into a prioritized catalog, and validating relevant regulatory frameworks.
• Target Process and Architecture Definition: Defining target processes (to-be) for each solution area, including role, authorization, and responsibility models. This also involves establishing uniform standards for metadata, classification, and data quality, and developing a functional and technical target architecture for integrating the new solution into the existing IT landscape.
• Technical Concept Development: Creating integration and interface concepts (especially for SAP S/4HANA), migration and data transfer concepts, and security, data protection, and authorization concepts.
• Market Analysis and Solution Recommendation: Performing structured market and solution screenings to evaluate suitable software solutions based on weighted criteria (functional, technical, security, operation, economic efficiency). This includes conducting make-or-buy analyses and providing a reasoned recommendation for solution selection, including licensing and operating models.
• Procurement Support: Developing a procurement strategy, recommending suitable award and contract models, and assisting the client in creating a public procurement law-compliant service description and requirements catalog. Support is also provided throughout the entire software procurement process, including answering bidder questions and technical evaluation of offers.
• Implementation and Rollout Support: This encompasses several phases:
• Pilot Phase: Setting up and configuring selected solutions in a test/pilot environment, implementing priority interfaces, defining pilot users and success criteria, and conducting functional, integration, and user acceptance tests. It also includes training pilot users, collecting feedback, and preparing a decision template (Go/No-Go) for rollout.
• Implementation: Rolling out the solution(s) across the three institutions, activating interfaces, performing data migration and transfer for prioritized inventories, and finalizing role and authorization concepts. This also involves comprehensive training and change management measures for employees.
• Project Completion: Providing complete system, operation, and administration documentation, ensuring formal acceptance of the solution(s), transitioning to regular operation with stabilizing handover (Hypercare), and delivering a final project report with all project results.

The services also include ongoing consultation for travel expense management, DMS, and eSignature, which are to be provided on an as-needed basis and regularly on specified days and times.