Implementierung und Nutzung einer webbasierten Vertragsmanagementsoftware

The contract timeline includes the following key phases and dates:

• The deadline for submitting the participation application (Stufe 1) is Monday, August 24, 2026, at 11:00 AM.
• The start of the web-based software implementation is presumably from October 6, 2026.
• A functional, web-based contract management software is expected to be available from November 1, 2026.
• Key phases after the contract award include a Kick-Off, joint development of a detailed timeline with capacity planning, and training of employees.

The explicit contract start date, end date, and total duration are not explicitly stated beyond the implementation dates.

The core scope of work for this tender involves the implementation and use of a web-based contract management software for the Stiftung Deutsches Technikmuseum Berlin. The project aims to create a central data pool for all contracts and associated documents, standardize and simplify contract administration processes across all locations, and manage all processes related to existing and new contracts. It also focuses on facilitating and accelerating contract preparation, providing an intuitive system, ensuring deadline monitoring and resubmission, supporting the monitoring of other contractual dates, and establishing audit-proof archiving with legally compliant documentation. Additionally, it seeks to enable decentralized processing through digitization and achieve time savings for employees.

The Statement of Work summary and core deliverables include:

Functional Requirements of the Web-Based Contract Management Software:

• Digital contract file
• Liquidity planning
• Research capabilities
• Contract intake via scan, PDF, and similar formats
• Audit-proof archiving
• Custom contract templates
• Contract law and clause library
• Reporting and evaluation features
• Digital signature functionality
• Deadline control and resubmission
• Individual processes and workflows
• Authorization systems and access control
• Backup functionality
• Contract analysis
• Usability requirements
• Standardized interfaces
• Modularity and scalability
• Device independence
• Cloud/server location within the EU

Services and Deliverables:

• Module and License Costs:
• Licensing for the basic module including digital contract file/contract management software, contract takeover via scan/PDF, and research functions.
• Licensing for an audit-proof archiving module.
• Licensing for a module supporting custom contract templates.
• Licensing for a contract law and clause library module.
• Licensing for a reporting and evaluation module, including liquidity planning.
• Licensing for a digital signature module.
• License costs for administrators (per concurrent or named user).
• License costs for full access users (per concurrent or named user).
• License costs for partial access users (per concurrent or named user).
• An enterprise license for an unlimited number of users is offered as an alternative.
• Monthly Flat Rate: Covers administration, maintenance, and upkeep of the system, including hosting and operation in an external data center (server, MS operating system, database, data backup, system maintenance, installation of all updates and upgrades, update/upgrade concept, free German-language hotline with immediate reaction time during operating hours, bug fixing with reaction within 2 working days, and a defined contact person).
• Project Costs: Includes implementation, installation, setup, and project management support, specifically the installation of the application on servers and clients, and coordination with the IT department.
• Trainings: Provided for users with partial access (approximately 20 participants) and full users (approximately 2 participants).
• Documentation: Includes program documentation (user manuals/online help), user documentation, and training documentation.
• Services After Acceptance: Encompasses monthly maintenance for updates and support, a central hotline for problem collection, support for clarifying problems and fixing program errors within specified reaction times, and data restoration from backups.
• Conclusion of an EVB-IT contract and a data processing agreement after contract award.