Published
Beratung Digitalisierung Basisinfrastruktur und Reisekosten
Notice number: ocds-mnwr74-3e720fef-4d90-45df-b36d-67103cc812a9
KEY INFORMATION
- Submission deadline
- • Sep 21, 2026
- Location
- 🇩🇪 Germany
- Contracting authority
- Max-Planck-Gesellschaft zur Förderung der Wissenschaften e.V. - Generalverwaltung - Finanzabteilung
- Accepted Languages
- DEU
- Tender type
- Services
- Contract Value
- Published date
- Aug 19, 2026
TENDER DESCRIPTION
This tender seeks advisory and support services for the comprehensive digitisation of travel expense management, document management systems (DMS), and e-signature solutions across three institutions. The scope encompasses detailed analysis, requirements gathering, process optimisation, market research, solution evaluation, development of procurement strategies, and extensive support through software procurement, pilot phases, implementation, training, and stabilisation, ensuring legal compliance (e.g., GOBD, DSGVO, eIDAS) and integration with existing and future IT landscapes, including SAP S/4HANA and Deutschland-Cloud principles. The framework agreement has a maximum duration of 4 years or 1,100 person-days, with an estimated value of 920 person-days, and services for travel expense management commencing on October 19, 2026, while other services are on call. Bidders must demonstrate minimum liability insurance coverage of 3 million EUR for personal injury/property damage and 1 million EUR for financial losses, both 2-fold maximised per year. The delivered solutions must support multi-language (DE/EN) user guidance and adhere to technical constraints like the 4-eyes principle…
TENDER BRIEF
The contract timeline is as follows:
The intended contract award date, which also marks the start of services for the "Reisekostenmanagement" part of the contract, is October 19, 2026. For other services like "Beratung DMS" and "Beratung eSignatur," the start date is upon individual call-off.
The total duration of the framework agreement is a maximum of 4 years (48 months), calculated from the commencement of services. The agreement will also conclude if the maximum volume of services is reached earlier.
Key milestones and phases include:
- Bestandsaufnahme (Inventory/Current State Analysis): Expected to be completed approximately 3 months after the start of the contract.
- Submission of Solution Recommendation and Architecture/Implementation Concept: This is identified as an acceptance milestone.
- Pilot Phase: Expected to be completed approximately 9 months after the start of the contract.
- Evaluation of Pilot Results and Creation of Go/No-Go Decision Template for Rollout: This is another defined milestone.
- Implementation (Rollout): Expected to be completed approximately 12 months after the start of the contract.
Sources
- 1B.0_EVB_IT_Dienstleistung_Langfassung_Digitalisierungsberatung-.pdf — “Verweis auf Anlage) | Ort der Leistung | MVD¹ | Beginn² | Ende/Termin³ 1 | Beratung Reisekostenmanagement, gem. Anlage 1 | Garching b. M und andere | | Voraussichtlich 19.10.2026/ Zuschlag, anschließend Abruf | Gem. Anla…”
- 2C.1_Verfahrensbelange-.pdf — “Max-Planck-Gesellschaft zur Förderung der Wissenschaften e. V. Anlage C.1 für das offene Verfahren Verfahrensbelange 1 Zeitplanung und Verfahrensgang Dem Vergabeverfahren liegt derzeit folgende Zeitplanung zugrunde: Meil…”
- 31_Vergabeunterlagen..pdf — “erfolgt nicht. Leistungsbeginn für denjenigen Leistungsteil, der bereits mit Zuschlagserteilung fest beauftragt wird und nicht erst später durch Einzelabrufe abgerufen wird (Bestandsaufnahme Reisekosten, vgl. Ziff. 2.5.1…”
- 4A.1_Leistungsbeschreibung.pdf — “elektronische Signatur (ES). 3. Auswahl eines qualifizierten Vertrauensdiensteanbieters (QTSP) für QES insbesondere Identi- tätsprüfung und Nachweisführung. 4. Signaturprozess: Sequenzielle und parallele Signatur inkl. D…”
- SAP S/4HANA (for future integration)
- Cloud-Services
- GOBD (compliance for revision-proof archiving)
- DSGVO/BDSG (compliance for data protection)
- MPG-Vorgaben
- eIDAS
- Deutschland-Cloud (for IT security, backup, restore, monitoring)
- 4-Augen-Prinzip (technical constraint for digital payment approval and role/authorization concept)
- Gängigen Endgeräten, Betriebssystemen und Browsern (solution must run on common end devices, operating systems, and browsers)
- Multi-language (DE/EN) (user guidance must be in German/English)
- RACI (as a model for role, authorization, and responsibility)
Sources
- 1A.1_Leistungsbeschreibung.pdf — “Dashboards/Arbeitsaufgaben (offene Aufgaben, warten auf Genehmigung, zur Prüfung). 4. Frühzeitige Pflichtfeld- und Vollständigkeitsprüfung mit Einreichsperre bei fehlenden Anga- ben/Belegen. 5. Kostenaufteilung (Splittin…”
- 2A.3_Digitalisierungskonzept.pdf — “SAP S/4HANA perspektivisch mitzudenken. Für Steu- erung und Kontrolle sind Reporting-Funktionen (z. B. Jahresabschlussübersichten sowie Vorschuss-Re- porting inkl. Doppelzahlungsrisiko) sowie ein Rollen- und Berechtigung…”
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Unlock tender brief for freeTENDER DOCUMENTS
DIRECTORY • 15 FILES
- B.0_EVB_IT_Dienstleistung_Langfassung_Digitalisierungsberatung-.pdf561 KBPDF
- A.3_Digitalisierungskonzept.pdf36.2 MBPDF
- D.1_Eigenerklärungen-Bieter.pdf325 KBPDF
and 8 other documents
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