Beschaffung und Einführung einer digitalen Lösung für E-Procurement-Prozesse

The contract timeline includes the following key phases and milestones:

• Provisional sending of invitations for Stage 2 and coordination of presentation dates with selected applicants: Mid-December 2026.
• Bidder presentations & system demonstration dates: January 2027 (presumably from calendar week 2).
• Negotiation phase & request for final offer: End of January 2027.
• Award and contract signing: Beginning of February 2027.
• Start of the conception and implementation phase: Mid-February 2027.
• Execution of pilot operation at FU Berlin: September 2027.
• Planned Go-Live for FU Berlin (main contract): November 1, 2027, but no later than December 31, 2027.
• Planned project start for HU / TU Berlin (optional partners): Presumably from 2029.

A specific contract start date (beyond the award and contract signing in early February 2027) and an explicit contract end date or total duration are not stated. However, the overall contract includes ongoing operation, maintenance, and support.

The core scope of work for this tender is the provision, introduction, and ongoing operation of a multi-client E-Procurement solution. This encompasses a wide range of services, including consulting, conceptualization, configuration, development, migration, integration, testing, go-live, documentation, training, maintenance, support, and further development.

For the Freie Universität Berlin (FU), the contract specifically includes the functional and technical design, setup, and configuration of required procurement functions within SAP S/4HANA MM (Purchaser Workplace). The contractor will bear end-to-end responsibility for integrating the E-Procurement solution with SAP MM, FI, PSM, and other designated peripheral systems. The existing Opus Capita catalog system will be integrated with the new solution, but its procurement and operation are explicitly excluded from this contract. Invoice processing is also outside the scope, though essential order, accounting, goods receipt, and service data must be made available for order-related invoice verification in the backend.

The E-Procurement solution must be web-based, responsive, in German, and designed for intuitive self-service use. It is required to support catalog and free-text requests, including multi-item shopping carts, and implement rule-based, multi-level approval workflows based on value limits, material groups, and account assignments. The system needs to accommodate various roles such as requesters, decentralized order placers, budget managers, technical reviewers, central purchasing, and goods/service recipients. Key integration points involve SAP S/4HANA (MM, FI, PSM) for bidirectional synchronization of master and movement data (e.g., purchase requisitions, orders, accounting objects, budget data, contracts, and goods receipts), integration with the central identity management for single sign-on (SSO), and document management/archiving for revision-proof storage of documents and attachments.

The primary goal is to replace the existing SAP SRM Server system at FU Berlin. Optionally, the Humboldt-Universität zu Berlin (HU Berlin) and the Technische Universität Berlin (TU Berlin) may join, requiring the solution to be genuinely multi-client capable to allow for simultaneous or staggered operation of multiple legally independent universities with strictly separated data spaces, rules, and role concepts. The contract also covers the central management and maintenance of all framework purchasing agreements within the leading SAP MM system, including automatic source determination for contracts and integrated monitoring of deadlines and terms with an early warning system for expiring contracts.