Digitalisierung von Bauakten der Stadt Salzgitter

The contract timeline includes the following:

• The first batch of files is to be picked up no later than six weeks after the contract is awarded.
• The entire contract is to be completed within one year.
• The deadline for offers is September 15, 2026, at 09:30.
• The binding period for offers ends on November 17, 2026.

The core scope of work for this tender involves the digitalization of building permits (Bauakten) for the City of Salzgitter, specifically from the years 1990-1991, 1999-2011, 2016-2018, and individual files from 1990-2023.

The statement of work summary and core deliverables include:

• Project planning.
• Preparation of building permits (removal, coding, packaging, unbinding, unclipping, inserting separators).
• Transport of building permits from the client to the contractor (up to 6 collection processes), including personnel and travel costs.
• Manual capture of index data (e.g., folder spine labels, file numbers) per file.
• Scanning/Digitalization of the file inventory, including various document formats and paper qualities, using appropriate scanners (e.g., DIN A4 continuous, large format, flatbed for fragile paper). This includes scanning envelopes and their contents, emptying clear sleeves, and processing bound/stapled documents.
• Post-processing per file, such as re-stapling returned files.
• Setting up an SFTP server for data transfer to the client, with regular uploads and encryption according to BSI TR-01202.
• Return of archivable files to the client, including personnel and travel costs.
• Storage and subsequent destruction of files.
• Ensuring the client retains short-term access to files during processing, with digital transmission of requested files within 24-48 hours on weekdays.
• Providing an emergency service for digital file availability within 2 hours or physical within 2-3 hours.
• Ensuring data protection-compliant, fire-safe, theft-proof storage and processing.
• Deliverables for scan results must adhere to specific technical requirements: PDF/A2u format, MRC compression, min. 90% OCR word recognition rate, 24-Bit color depth, highest possible quality scans (300 dpi for DIN A3, min. 200 dpi for larger), retention of original file order, deletion of empty pages (under 5 kB), re-scanning of double-fed/skewed pages, delivery of multipage files in original order with correct orientation, automatic exposure adjustment, inclusion of IT8 color chart and scales, pre-capture with barcode and manual index data for older files, and scanning of file covers.
• Digitalized files must include an OCR-capable PDF and an XML file per file, with multiple PDFs merged into one (max 120 MB).
• Integration of a transfer note (gem. TR-RESISCAN BSI TR-03138) as XMP into the PDF/A 2u document, including details about the creator, technical environment, time of capture, document names, page count, anomalies, quality assurance result, and confirmation of congruence with the original.
• Finished scan products must be provided with a qualified electronic signature/seal.
• The entire scanning process must be logged in a table or database for tracking, and status reports provided upon request.
• The project timeline includes a mandatory on-site visit before the offer, collection in a maximum of six batches (first batch within six weeks of award), and completion of the entire project within one year.