Digitalisierung aller Bauakten der Ortsgemeinden der Nationalparkverbandsgemeinde Herrstein-Rhaunen

The contract timeline includes the following key phases and durations:

• Submission of clarification questions: 10.09.2026
• Tender deadline: 17.09.2026 09:00 Uhr
• Award/Binding period: 05.11.2026
• Start of execution: Latest 12 working days after contract award
• Total duration: Eight months
• Processing time: May not exceed eight months from the takeover of the first files

The core scope of work for this tender involves the complete digitization of building records ("Bauakten") for 50 local communities. The project encompasses approximately 10,000 building files, totaling an estimated 1,000,000 sheets, which cover the period from around 1950 to the present, equivalent to about 120 linear meters of hanging files. The entire process is to be conducted in a minimum of three stages and must be completed within eight months from the initial handover of files.

The key deliverables and statement of work summary include:

• Project Organization and Coordination: This involves comprehensive project organization, ongoing coordination with the client, defining the organizational workflow, establishing technical requirements, scan parameters, file formats (PDF/A), OCR, file naming, indexing, and data/directory structures. It also includes coordinating pickup, processing, and return dates, defining contact persons, and clarifying technical and organizational questions, as well as coordinating data transfer and acceptance.
• Pickup, Transport, File Preparation, and Return: This covers the secure collection and transport of building files, or on-site preparation if agreed upon. It includes professionally preparing files for scanning by opening them, removing staples and bindings, ensuring the original order and assignment of documents, and re-sorting them after processing. The contractor is responsible for protecting the paper files from loss, damage, and unauthorized access, and for returning them completely and in good condition. Individual requested paper files must be made available within three working days.
• Digitization, Scanning, OCR, and Indexing: This constitutes the complete digitization of all documents within the building files, including writings, forms, drawings, and plans, up to DIN A0 format. The digitization must ensure complete and legible capture, even for folded or large-format plans, with a resolution of at least 300 dpi suitable for readability and archiving. Automatic text recognition (OCR) is required where technically possible. The output should be digital building files in PDF/A format, with documents belonging to a single file generally merged into one PDF/A file, uniquely assigned, indexed with agreed metadata, and named according to client specifications.
• Quality Assurance, Data Transfer, and Acceptance: This involves providing the digitized data via a secure electronic transmission method, ensuring its readiness for long-term archiving and integration into the client's existing document management or archive system. The contractor must also assist in the inspection and acceptance of the delivered digital copies.

All services must be performed in compliance with applicable data protection regulations, particularly the DSGVO.