Einführung zentrales DMS

The contract start date, end date, and total duration are not explicitly stated in the documents.

However, the documents outline several key project phases and milestones:

• Project Start: The contractor must submit a detailed implementation concept, including project structure, schedule, and milestones.
• Implementation: This involves technical and conceptual planning, configuration, workshops, and user training.
• Pilot Phase: The introduction of the solution is to begin with two pilot areas, with insights gained from these being evaluated and incorporated into the subsequent rollout to other organizational areas.
• Testing: Support during testing is required, including the creation of a test concept, test cases, test data requirements, and test protocols.
• Go-Live and Stabilization: A go-live plan, including fallback options and responsibilities, must be established. The contractor is required to provide increased and clearly defined support during a stabilization phase following the go-live.
• Project Completion: This includes a joint evaluation of goal achievement and documentation of remaining tasks.

The tendering process has specific deadlines:

• Inquiry deadline for the announcement text: September 22, 2026.
• Submission deadline for participation applications: September 29, 2026, until 12:00 PM.

It is noted that these time specifications for the tendering process are subject to adjustment and updating.

The core scope of work for this tender involves the introduction of an enterprise-wide Document Management Platform (DMS) to modernize and standardize the administration, processing, and provision of business-relevant information.

The project aims to create a scalable and future-proof platform that supports organizational changes and future digitalization projects. It also includes the provision of modern assistance functions, specifically AI-supported search, analysis, and classification procedures, to support the daily work of employees. Another key objective is the establishment of a long-term economical and administratively manageable platform for enterprise-wide information management.

The Statement of Work summary and core deliverables include:

• Project Planning: Submission of a detailed implementation concept outlining project structure, timelines, milestones, resource planning, and communication/escalation paths.
• Project Management and Quality Assurance: Providing qualified project management, regular status reports on progress, deadlines, costs, risks, decisions, and open points, as well as a regulated change procedure and internal quality assurance of project results before handover.
• Technical Conception and Workshops: Preparation, moderation, and documentation of technical and technical workshops, leading to the creation of concepts for document types, metadata, files, processes, roles, permissions, and workflows.
• Configuration and Customizing: Implementation primarily using standard functions and configuration, with transparent distinction between standard, configuration/customizing, and individual development.
• Test and Piloting: Development of an agreed piloting concept for pilot areas (Unternehmenscontrolling and Drittmittelmanagement), creation of test concepts, test cases, test data requirements, and test protocols.
• Training and Empowerment: Provision of a target-group-oriented training concept for administrators, key users, and end-users, along with editable and permanently usable training materials.
• Go-live and Transition to Regular Operations: Establishment of a Go-live plan detailing production launch, fallback options, responsibilities, and communication channels, with the contractor providing increased support during the stabilization phase.
• Documentation: Handover of comprehensive user documentation (including training materials), documentation for system administration, architecture, modules, interfaces, and formats.
• Post-Implementation Services: Provision of updates and releases as part of the maintenance contract, and project closure including a joint evaluation of goal achievement and documented remaining tasks.