Beschaffung und Implementierung einer Bewerbermangementsoftware

The contract timeline involves several key phases and durations:

Overall Procedure Timeline (Non-binding):

• Request for submission of initial offer: November 16, 2026.
• Contract negotiations, bidder presentations, and potentially test setup: Dates to be announced.
• Award decision and contract signing: April 5, 2027.

Project Milestones and Phases:

• Project Initialisation: Within 3 weeks after the award of the contract.
• Reliable Project Plan: Within 5 weeks after project start, to be coordinated with the client.
• The project plan must include the following milestone packages:
• Project Setup and Planning: Project start, project initialisation, and coordinated detailed plan.
• System Setup and Technical Implementation: System provision, system configuration, and integrations.
• Qualification and Acceptance Preparation: Tests, training, and acceptance.
• Go-Live and Transition to Regular Operation: Go-Live and transition into regular operation.
• The project plan is to be updated throughout the entire duration.

Specific Service Durations:

• Initial Services (Setup): Begin with the award of the contract and conclude with the handover to regular operation.
• Productive Go-Live: Must occur no later than the end of the first quarter of 2028 (Q1/2028).
• SaaS Services: Have a minimum contract duration of 60 months, starting with the handover to regular operation.
• Automatic Extension: The SaaS services automatically extend by 12 months if not terminated with a three-month notice period before the end of the term.
• Contract Period for BMS System Service and Operation: 60 months.

Contract Start Date: If no specific start date is provided, the contract signing is considered the beginning.

Contract End Date: The end date for SaaS services is after 60 months from the handover to regular operation, with potential 12-month extensions.

The core scope of work and statement of work summary for this tender involves the provision, configuration, and implementation of a comprehensive Bewerbungsmanagement-Software (BMS) solution. Key deliverables and areas of work include:

1. Modules and Functional Packages: This encompasses the provision of a career page and job board, multiposting and publication functionalities, CV parsing, support for job application and personnel request processes, interview planning, preparation for hiring and process preboarding, talent pool management (Talent Relationship Management), reporting and analytics capabilities, editorial support and quality assurance for job advertisements, assistance with interview questions and guidelines, and profile or applicant matching.

2. Configuration and Setup: The project requires the configuration, parameterization, and setup of the BMS solution based on the detailed performance description, requirements catalog, and other tender documents.

3. Interfaces and Technical Integrations: The solution must integrate with various university-side systems, including Identity Management/Identity Provider, email infrastructure, the HR administration system for hiring processes, the career page/job board, media agencies/external publication channels, the BA placement order (for disability comparison), sanction list checks, Business Intelligence/Data Warehouse solutions, and university-side email, calendar, and video conferencing applications.

4. Project Execution and Implementation: This covers all phases of project delivery, including project initialization and planning, ongoing project control and coordination, support for testing, quality assurance, and acceptance, Go-Live, rollout, and stabilization activities, and support for optional legacy data import.

5. Ancillary Services: Training, documentation, and the successful handover of the BMS solution into regular operation are also part of the scope.

6. Operational Security and Management: Ensuring operational security, including access and security measures, defined procedures and evidence, usability, configuration, system operation, release capability, and ongoing qualification and documentation.