Beratung Digitalisierung Basisinfrastruktur und Reisekosten

The contract timeline is as follows:

• Contract Start Date: The start date for the service component "Bestandsaufnahme Reisekostenmanagement" (Travel Expense Management Inventory) is the date of the contract award. For individual call-offs, the start date is the time of the individual call-off. The intended award date for the contract is 19.10.2026.
• Contract End Date: Not explicitly stated as a fixed date.
• Total Duration: The maximum contract term is 4 years (48 months), calculated from the start of performance.
• Key Milestones and Phases:
• Tendering Process Milestones:
• Deadline for bidder questions: 08.09.2026
• Offer deadline: 21.09.2026 (10:00 Uhr)
• Presentation date: 01.10.2026
• Intended contract award date: 19.10.2026
• Binding period for offers: 18.11.2026
• Project Milestones (for each sub-project: Travel Expense Management, DMS, eSignature):
• Bestandsaufnahme (Inventory/Analysis): To be completed approximately 3 months after the start of the contract. This specific service component for "Reisekostenmanagement" is commissioned upon contract award.
• Vorlage der Lösungsempfehlung sowie des Architektur- und Umsetzungskonzepts (Submission of solution recommendation as well as architecture and implementation concept): This is a milestone to be accepted.
• Pilot Phase: To be completed approximately 9 months after the start of the contract.
• Bewertung der Pilotergebnisse (Evaluation of pilot results): This includes the creation of a decision template (Go/No-Go) for the widespread rollout as a milestone.
• Implementierung (Implementation): To be completed approximately 12 months after the start of the contract.

The core scope of work for this tender involves providing expert consulting services to the Max-Planck-Gesellschaft for the digitalization of administrative processes in three key areas: travel expense management, document management systems (DMS), and digital signatures (eSignatur). The overarching goal is to establish the necessary conditions for an economical, future-proof, and legally compliant software procurement and its subsequent implementation, accompanying the client until the successful adoption of the chosen solutions. This is not a direct software procurement, but rather the preparatory and accompanying services. The success of the project is measured by the quality of developed requirements, legal certainty of the procurement process, successful implementation of defined target processes, and the sustainable embedding of new work methods within the organization.

The Statement of Work summary and core deliverables include:

• Analyzing and validating the existing digitalization concept for its technical, organizational, and functional feasibility.
• Conducting in-depth requirements analysis with all relevant stakeholders, considering the unique context of a scientific institution. This entails detailed documentation of existing processes, systems, interfaces, and data, as well as consolidating functional, technical, security, and data protection requirements into a tender-ready catalog.
• Reviewing and optimizing target processes to ensure an end-to-end view of business operations.
• Developing a functional and technical target vision, including integration of future solutions into the client's existing IT landscape and architecture.
• Performing structured market analysis and exploration to identify suitable software solutions and providers.
• Evaluating market solutions based on functionality, integration capability, economic efficiency, future viability, and compliance with defined requirements. This includes assessing technical feasibility, deriving a target architecture, and providing a justified recommendation for solution selection.
• Developing a procurement strategy, including recommendations for suitable award and contract models.
• Supporting the client in drafting a complete and legally compliant service description, including a requirements catalog for the subsequent software procurement.
• Assisting the client throughout the entire software procurement process, including answering bidder questions, evaluating offers, conducting presentations, and preparing award decisions.
• Providing expert guidance during the implementation of the selected software solution, encompassing project control, quality assurance, and coordination among all parties.
• Supporting the testing, piloting, and introduction phases until successful commissioning, and assisting during the stabilization phase.
• Managing the change process through project and change management measures, ensuring stakeholder involvement, leadership support, organizational adaptation, and promoting acceptance of new workflows.
• Developing and implementing a targeted training and qualification concept with materials, workshops, and knowledge transfer to enable users, key users, and administrators to proficiently use the new solutions.
• Creating conceptual documents such as an integration and interface concept (particularly for SAP S/4HANA, email/groupware, identity and access management), a migration and data transfer concept, a security, data protection, and authorization concept, and a test, acceptance, and rollout concept.
• Concluding the project with a final report and the handover of all project results to the client.

Explicitly out of scope are:

• Consulting for the introduction of ERP systems, including the functional specification for SAP modules.
• Hardware/software development and adaptations, or the provision of developer resources and IT product management functions.
• Technical hardware/software implementation, or the provision of IT specialists for support.
• Technical project management functions that exceed the frameworks of MPE, MPA, and MPCDF, or relate to infrastructure and application concerns.
• Higher-level IT strategic structuring.