Workflowbasierte Rechnungsverarbeitung

The contract timeline is as follows:

Contract Start Date:

The contract start and implementation phase begins from May 1, 2027. The formal five-year contract term commences from the end of the month in which the implementation, acceptance, and go-live occurs, but no later than October 31, 2027. The contract is officially concluded upon award of the bid.

Contract End Date:

The contract has a term of 5 years. Assuming the latest possible start date for the 5-year term (October 31, 2027), the contract would end on October 31, 2032. The contract ends automatically without requiring notice.

Total Duration:

The total duration of the contract is 5 years.

Key Milestones and Phases:

• Procurement Process Milestones:
• Sending EU-Announcement: October 14, 2026
• Submission of participation applications: November 16, 2026, 10:00 AM
• Information to non-selected applicants: November 26, 2026
• Sending of invitation for binding initial offers: November 26, 2026
• Submission of binding initial offers: January 11, 2027, 10:00 AM
• Advance information according to § 134 GWB: February 1, 2027
• Provisional award date (if awarded on binding initial offer): February 12, 2027
• Bid validity period for binding initial offers: January 18, 2027 - February 12, 2027
• Bidder presentations and negotiations on binding initial offers: Up to March 31, 2027
• Sending of invitation for final offers: February 15, 2027
• Submission of final offers: March 11, 2027, 10:00 AM
• Advance information according to § 134 GWB: April 2, 2027
• Provisional award date (if awarded on final offer): April 13, 2027
• Bid validity period for final offers: June 30, 2027
• Contract Execution Phases:
• Contract start and implementation phase: From May 1, 2027.
• Transitionsphase (Transition Phase):
• Detailed concept/project plan (including milestone planning, implementation phase, test phase) creation: No later than two weeks after the award.
• Test environment availability: No later than eight weeks before going live.
• Implementation, acceptance, and go-live of the entire solution: No later than October 31, 2027.
• The client can ordinarily terminate the contract for the first time at the end of the third contract year (calculated from the start of the 5-year term) with a six-month notice period. Subsequently, the client has an ordinary right of termination with a six-month notice period at the end of each contract year.

The core scope of work and statement of work for this tender primarily involves a multi-phase approach to service delivery, including transition, operation, and optional consulting services.

Key deliverables and work items include:

1. Transitionsphase (Transition Phase):

• Implementierung inkl. Tests (Implementation including tests) as described in sections 5.3 and 5.5 of the service description.
• Schulung (Training) as described in section 5.6 of the service description.
• Parallelbetrieb (mind. 2 Monate) (Parallel operation for at least 2 months) as described in section 5.4 of the service description, with any longer parallel operation covered by a fixed price.

2. Betriebsphase - Lizenzen, Wartung, Support und Betrieb (Operating Phase - Licenses, Maintenance, Support and Operation):

• Mietlizenz (Produktivsystem und Testsystem) inkl. Pflege, Support, Wartung und Betriebsleistungen (Rental license for productive and test systems, including care, support, maintenance, and operating services) as described in sections 4 and 6 of the service description. These services are compensated with an annual lump sum.

3. Beratungsleistungen (optionale Leistung) (Consulting Services (optional service)):

• Beratungsleistungen (Consulting services) as described in section 8 of the service description, for which there is no acceptance obligation. These services are billed at a daily (remote) rate.

4. Service Management and Lifecycle Management Processes:

The contractor is required to perform all processes and activities described in the Service Management Guidelines for all agreed-upon services or service variants. This includes:

• General Management Processes (Part B):
• Manage Service Delivery
• Manage Governance
• Manage Programs and Projects
• Manage Knowledge
• Support Service Portfolio Management
• Continuously improve Service Delivery
• Manage Performance Control, Customer Experience, and Customer Satisfaction
• Manage Remuneration and Finances
• Manage Risks and Compliance
• Service Lifecycle Management Processes (Part C):
• Design Processes: Maintain Service Catalog, Maintain Architecture Guidelines, Coordinate Service Design, Capture and review Service Requirements, Create Organizational Service Design, Create Technical Solution Design.
• Build Processes: Manage Change, Plan Releases, Create and Integrate Releases, Test and Validate Services, Deploy Releases, Support Release Introduction, Manage Configurations (CMDB).
• Operate Processes: Provide Service Requests, Manage Access, Manage Events, Monitor Services (Monitoring), Control Operations, Manage First Level Incidents, Manage Second Level Incidents, Manage Problems.
• Manage on behalf of the client: Manage Third-Party Services, Manage customer-owned Software Assets.

5. Documentation and Integration:

• The contractor must detail all described services and their implementation in a Service Management and Governance Handbook (SMGH) during the transition phase, which will serve as the central document for collaboration.
• The contractor must ensure that the services and process results provided seamlessly integrate into the client's process landscape and support all processes and handover points in the collaboration model.

6. Exit Process Deliverables:

• In the event of contract termination, the contractor must promptly provide all client data in a contractual electronic format, along with all documents, databases, service components, systems, and information that were exclusively processed, modified, or produced for the client.