Scansoftware

The contract begins on an unspecified date and has an initial duration of 3 years. Upon reaching this date, the contract automatically ends unless the KSW exercises its right to extend it. The KSW has the option to extend the contract twice, each time for one additional year. To exercise an extension option, the KSW must provide written notice six months before the contract expires.

Key milestones and phases include:

• A rough plan for the implementation and rollout of the solution will be finalized with the supplier after the contract award.
• The supplier must have the capacity available for the introduction of the system starting in Q1 2027.
• One-time costs are associated with services for the conception, configuration, realization, introduction, and commissioning of the software.
• The introduction of the solution requires the development of a detailed plan by the supplier.

The core scope of work for this tender involves the procurement, implementation, and ongoing support of scan software. The key elements of the Statement of Work and core deliverables include:

• Software Provision: The tender is for a scan software solution, including its specific functionalities and system architecture.
• Conception & Introduction: This covers the planning, configuration, realization, introduction, and commissioning of the software. This includes the development of an application concept that can be adapted process-specifically and an introduction concept that can be adapted department-specifically.
• System Installation and Integration: Technical installation, configuration, and commissioning of the procured item, ensuring correct integration into the existing system landscape, and supporting the connection and configuration of scanners and hardware.
• Interface Implementation: Implementation of interfaces to surrounding systems.
• Testing and Migration: Conducting system and load tests, supporting the migration of legacy data, and providing a migration concept with a clear path to replace the old scan software without extended downtime.
• Documentation: Creation of technical documentation.
• Training and Change Management: Conception and creation of target-group-oriented training concepts and materials for various user groups (administrators, departments, scanning personnel), conducting practical training, creating understandable training documents, manuals, and quick-reference guides, and supporting rollout and change management.
• Business Process Analysis and Optimization: Support in analyzing and documenting existing business processes, document flows, and archiving structures, identifying optimization potential, and designing target processes.
• Architectural and Security Compliance: Adherence to IT architecture and security requirements, including IT basic protection requirements.
• Ongoing Support and Maintenance: Annually recurring costs cover operating costs, recurring license costs, support services, and maintenance for a duration of three years.
• Post-Implementation Development Pool: A 100-hour pool for configurable further development of the solution after its introduction and commissioning, which is not time-limited and can be extended.
• Optional Extensions: Provision for optional contract extensions of 2x1 year with specified recurring costs.
• Personnel: Provision of qualified personnel for project management, training, system engineering, business analysis, and solution architecture, with defined tasks and qualification criteria for each role.