Beschaffung von Videokonferenzanlagen für Justizvollzugsanstalten des Landes Baden-Württemberg

The contract timeline includes the following details:

• Framework Agreement (Rahmenvereinbarung):
• Start Date: The framework agreement comes into effect with the award of the contract, which is provisionally scheduled for November 17, 2026.
• End Date: The framework agreement has a duration of 24 months, meaning the service provision ends 24 months after the award date.
• Total Duration: 24 months.
• Individual Service Contracts:
• Start Date: Individual service contracts come into effect with the acceptance of the respective system.
• End Date: All individual service contracts run uniformly for five years after the framework agreement comes into effect, and they all expire simultaneously after this five-year period.
• Total Duration: Up to five years after the framework agreement comes into effect.
• Key Milestones:
• Tender Process:
• End of deadline for bidder questions: September 15, 2026.
• Latest dispatch of answers by the contact point: September 18, 2026.
• End of deadline for submission of offers (bid closing date): September 25, 2026, 11:00 AM.
• Anticipated notification according to § 134 GWB: November 6, 2026.
• End of award and binding period: November 17, 2026, 12:00 AM.
• Performance/Call-off Milestones:
• Beginning of service provision: Provisionally November 17, 2026.
• Call-off of at least five video conferencing systems during the term of the agreement.
• Maximum of 25 systems can be called off.
• Estimated call-off of 20 systems within the first three months after the framework agreement takes effect.
• Call-off of the remaining maximum of 5 systems during the contract term, potentially dependent on the availability of budget funds.

The core scope of work for this tender is the procurement, delivery, installation, and maintenance of video conferencing systems for the correctional facilities of Baden-Württemberg. The primary objective is to equip all correctional facilities with at least one video conferencing system tailored to the specific needs of the correctional system. These systems are intended to facilitate virtual hearings, negotiations, and other court appointments, eliminating the need for inmates to leave the facilities. Additionally, the systems will be used for virtual prisoner visits and meetings between prisoners and their defenders.

The core deliverables include:

• The supply and installation of media technology hardware.
• The permanent provision of control software.
• The installation and integration of both hardware and software components.
• Service contracts covering the maintenance of hardware components and regular updates for software components.

Optional services include relocation services for commissioned systems and vandalism protection for specific cabling.

It is explicitly stated that the following items are not part of the scope of work and will be provided or prepared by the client: the unitary furniture, the host computer for video conferencing, standard displays used in the technical/monitoring room, the video conferencing software itself, and the cable connection between the hearing and technical/monitoring rooms.