Published
Scanndienstleistung Verwaltungsakten
Notice number: ocds-mnwr74-73d718a1-f17f-404c-845e-f0f0f09d4a67
KEY INFORMATION
- Submission deadline
- • Sep 15, 2026
- Location
- 🇩🇪 Germany
- Contracting authority
- Kreis Recklinghausen, Der Landrat
- Accepted Languages
- DEU
- Tender type
- Services
- Contract Value
- Published date
- Aug 16, 2026
TENDER DESCRIPTION
This tender invites proposals for a comprehensive scanning service to digitize approximately 240 linear meters of administrative files for the Recklinghausen District Administration's Lower Soil Protection Authority. The scope of work encompasses end-to-end project management, secure data-protection-compliant logistics, scanning of diverse document types up to DIN A0, generation of searchable PDF/A-2u digital copies with Unicode OCR, and structured metadata creation in JSON format, all compatible with the client's document management system. Key technical requirements include a robust project management system, C1 level German-speaking project lead, compliance with specified resolution and color modes, and secure data provision via SFTP or a data exchange platform. Post-digitization services mandate data-protection-compliant storage of physical files for up to six months and their destruction according to ISO 21964 (minimum protection class 2, security level P-4), alongside express service options. The contract requires service commencement within eight weeks of order, with the digitization phase planned for 24 months, followed by a six-month storage period for the digitized…
TENDER BRIEF
The contract timeline includes the following:
The service must commence promptly, no later than eight weeks after the order is placed. The digitization of existing files is planned for the 1st to 24th month. Following the completion of the digitization and data transfer, along with the client's quality check and any necessary rework by the contractor, the sub-service "Digitization of existing files" is declared complete. Subsequently, a six-month storage period for the records occurs from the 25th to the 30th month. The client reserves the right to shorten the digitization period by up to six months, with a six-month written notice. The project management and coordination of the digitization measure, covering all service phases (transport, scan preparation, digitization, data provision, storage, and destruction), extends over the entire contract duration. The final invoice is issued upon the submission of the final documentation confirming the proper destruction of records and deletion of all data.
Sources
- 1Leistungsbeschreibung Digitalisierung Bestandsakten UBB.docx — “bindend. Nach ordnungsgemäßer Umsetzung der Digitalisierung und Datenübergabe (einschließlich der Qualitätsprüfung durch den Auftraggeber und evtl. Nachbesserung seitens des Auftragnehmers) erklärt der Auftraggeber die T…”
- 2Anlage 1_Leistungsverzeichnis.xlsx — “Position,Leistungsbeschreibung,Einheit,Menge,Einheitspreis (€) netto,Gesamtpreis (€) netto,Bieterangaben,Bemerkungen 1 - Projektmanagement,Projektleitung und -koordination gesamt ,pauschal,1,,,, ,"Der Auftragnehmer übern…”
- Projektmanagementsystem (Project Management System)
- Deutschsprachige Projektleitung (C1 level German language skills)
- OCR-Erkennung (OCR recognition)
- Durchsuchbare PDF/A-2u-Digitalisate (Searchable PDF/A-2u digital copies)
- Unicode-OCR
- JSON-Datei für Metadaten (JSON file for metadata)
- Kompatibilität mit dem Dokumentenmanagementsystem des Auftraggebers (Compatibility with the client's document management system)
- Einhaltung vorgegebener technischer Anforderungen (Auflösung, Farbmodus) (Compliance with specified technical requirements: resolution, color mode)
- Vernichtung gemäß ISO 21964 (ehem. DIN 66399) mindestens Schutzklasse 2, Sicherheitsstufe P-4 (Destruction according to ISO 21964 (formerly DIN 66399), at least protection class 2, security level P-4)
Sources
- 1Leistungsbeschreibung Digitalisierung Bestandsakten UBB.docx — “Insbesondere muss die Projektleitung (Projektleiter*in und Vertreter*in) deutschsprachig (Sprachkenntnisse der Niveaustufe C1) sein. Der Auftragnehmer hat ein geeignetes System (nachfolgend "Projektmanagementsystem) einz…”
- 2Anlage 1_Leistungsverzeichnis.xlsx — “Position,Leistungsbeschreibung,Einheit,Menge,Einheitspreis (€) netto,Gesamtpreis (€) netto,Bieterangaben,Bemerkungen 1 - Projektmanagement,Projektleitung und -koordination gesamt ,pauschal,1,,,, ,"Der Auftragnehmer übern…”
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Unlock tender brief for freeTENDER DOCUMENTS
DIRECTORY • 17 FILES
- 513_EU_BVB_TariftreueMindestarbeitsbedinungen.docx30 KBDOCX
- 312a__EU_Information_DSGVO.pdf82 KBPDF
- Formular531_EU_Bewerber_Bietergemeinschaftserklaerung.docx27 KBDOCX
and 10 other documents
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