BD26006 Duty scheduling software for the Karlsruhe fire department

Stadt Karlsruhe HauptamtKarlsruhe, GermanyNotice 737868-2026 · Reference number: HA26010

At a glance

Stadt Karlsruhe Hauptamt (Karlsruhe, Germany) is tendering: BD26006 Duty scheduling software for the Karlsruhe fire department. Offers are due 24 Nov 2026, 11:00 CET. 60-month contract. Bidders must show, among other things: references, insurance.

Official noticeTender documents

Published on:TEDBekanntmachungsservice (DÖE)

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Translated from the official notice. The original text is the legally binding one.

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Key facts

Deadline
not published
Estimated value
60 months
Duration
Open procedure
Procedure
26 Oct 2026
Published
737868-2026
Notice number
HA26010
Reference number
IT services: consulting, software development, Internet and support (72000000)
Main CPV
DE122
Place of performance (NUTS)
not allowed
Variant offers
German
Language of offers

The buyer did not publish an estimated value in the notice.

Dates

Every date of the notice and its changes, in order. Times: Brussels / Warsaw.

  1. Notice published

  2. Deadline for questions

  3. Deadline for offers

  4. Opening of offers

  5. Offers binding until (computed)computed

    97 days from the deadline for offers, per the notice

What the buyer wants

Branddirektion Karlsruhe employs approximately 350 people, who are employed in at least ten different service planning and working time models. The current service planning for the officers of the Einsatzdienst at the fire stations and the Integrated Control Center takes place in self-developed access databases, which are programmed and maintained in the fire directorate Karlsruhe. There is currently no software solution for the service planning of management services.

It is guided manually, which causes a considerable additional effort. Employees in pure day service also record their hours via an Excel solution. There is no process support. The existing databases are not legally secure. The principles of data protection and data security cannot be complied with.

With the procurement and use of service planning software for the fire directorate, the replacement of the previous Access service plan software and the Access solution for determining the fee for the service at unfavorable times should take place. All service hours of the employees of the fire directorate should be recorded via software. The function division of the assignment service, which changes several times a day, should be mapped in real time via the software.

This classification should also be available to third-party applications. Data protection and data security should be guaranteed. Working time and holiday processes should be presented transparently and without media disruption. An app should be available for employees for this purpose. The payment-relevant data, including surcharges and special payments, will be handed over to SAP.

Modern service planning software should be able to react to changes with maximum flexibility in order to guarantee the operation and operational capability of the Karlsruhe Fire Department at any time. The new software solution is introduced during ongoing operation. Several preliminary projects have already been successfully carried out in order to outline the requirements for the complex service planning of the shift service of the operational officers in advance.

In parallel, the core processes are already pre-modeled. The Go Live timing must be coordinated with the holiday planning, which starts in September for the coming year, in order to simplify the data transmission. The Go Live is to be targeted at the turn of the year 2027 to 2028. The software will be operated on premise at the city of Karlsruhe within the municipal IT infrastructure. The software is to be rented. All further information and requirements are provided in the procurement documents.

CPV codes

  • 72000000IT services: consulting, software development, Internet and supportmain

Conditions for participation & required documents

What the notice asks bidders to prove, and the documents it requires. Full text below.

Conditions in the notice

  • ReferencesSimilar contracts delivered before
  • InsuranceProfessional or liability insurance

Detected automatically in the published notice. Always confirm against the tender documents.

Show the notice text (1)

Competence for the pursuit of the profession, including obligations relating to registration in a professional or commercial register Eligibility shall be proven separately in writing for each tenderer and each member of a group of tenderers.

Self-declaration (see form "Self-declaration"), that - demonstrably no compelling exclusion grounds according to § 123 GWB exist, i.e. no person who has acted as responsible for the management of the company (also supervision of the management or other exercise of control powers in a management position) has been convicted in a legally binding manner for the reasons of § 123 GWB and no fine has been established against the company in accordance with § 30 of the Code on Administrative Offences for the reasons of § 123 GWB, - the bidder complies with his obligations to pay taxes, duties and contributions to the statutory social insurance, - demonstrably no optional exclusion grounds according to § 124 GWB exist. - there is an entry in the professional or commercial register (insofar as there is an obligation to register) - the tenderer is registered with the professional association;

Justification insofar as there is no legal obligation to do so - the tenderer is not one of the persons or undertakings referred to in Article 5k(1) of Council Regulation (EU) No 833/2014 concerning restrictive measures in view of Russia's actions destabilising the situation in Ukraine and related to Russia within the meaning of the provision - the tenderer has not intentionally made inaccurate declarations of suitability in the procurement procedure.

Economic and financial capacity: Eligibility shall be proven separately in writing for each tenderer and each member of a group of tenderers. Self-declaration (see form "Self-declaration"), that - a company liability insurance according to No. 9 EVB-IT Auslassung-GB Type B is available. If no insurance with the cover sums is available, a declaration that in the case of placing an order a corresponding company liability insurance is concluded within seven days.

The offer must be accompanied by a confirmation from an insurer that the risk is hedged in the event of an order. Technical and professional capacity: Eligibility must be proven in writing for all members of a group of tenderers. Self-declaration (see form “Self-declaration”), about - reference projects (minimum number of two): Declaration that you have carried out projects comparable to the advertised service within the last five financial years.

At least one of the reference projects to be specified has been implemented with a fire brigade/police/hospital (with similar shift service allocation and complexity level) and similar size in Baden-Württemberg. In each case, the type of service performed, execution period, client (address, contact person, telephone number, email address) and information on comparability must be specified. - If necessary. List of services provided by other undertakings (Form 235)

Options, renewals, framework

  • Options: foreseen
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Conditions in this notice

  • Referencessimilar contracts from your history matched to the conditionIn your profile
  • Insuranceliability policy amount and validity on the bid dateExpires before the deadline

This tender's facts

  • Price — 50% of the scoreyour price against past winning bidsNeeds a look
  • Criteria catalog — 40% of the scoreevidence ready for this award criterionIn your profile
  • Presentation — 10% of the scoreevidence ready for this award criterionNeeds a look
  • Who wins at this buyerrecently: time4you GmbH, Nexbib GmbH — 5 different winners in the last 6 awardsNeeds a look

Typical for: System implementation

  • Implementation partner statuscertified for the platform being implementedNeeds a look
  • Implementation teamproject manager and certified consultantsIn your profile
  • Data migration and integrationsexperience with the buyer's current systemsIn your profile
  • Training and documentationuser and administrator training in the buyer's languageIn your profile

Registers — checked automatically

  • Handelsregistercompany active, managing directors matchVerified
  • Transparenzregister (beneficial owners)entry matches the shareholdersVerified
  • Wettbewerbsregister (exclusions)no entry that excludes you from public contractsVerified
  • EU VAT (VIES)number active in VIESVerified
  • LEI (GLEIF)LEI issued and renewed, data matches the registerVerified
  • Sanctions screeningcompany and owners not listedVerified

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Award criteria

The full criteria and their weights, as published in the notice.

  • Price50%
  • Criteria catalog40%
  • Presentation10%

Buyer

Stadt Karlsruhe Hauptamt

Address
Karl-Friedrich-Str. 14-18, 76133 Karlsruhe, Germany
Region (NUTS)
DE122
Official contact address
[email protected]
The functional mailbox published in the notice. We never publish personal data.

Register identifiers

EU VAT
DE143589000
Registration no. in the notice
Leitweg-ID DE143589000

What this buyer bought before

25 IT contract award notices 2020–2026.

  • Auftragsänderung für die Erbringung von Support- und (Wartungs)dienstleistungen für bereits eingesetzte Softwarelösung

    Winner: time4you GmbH · 1 bid

    value not disclosed

    14 Jul 2026

  • KA26001 Lieferung von Selbstverbuchungsterminals und Sicherungsgates für die Stadtbibliothek Karlsruhe

    Winner: Nexbib GmbH

    value left out (implausible in the notice)

    13 Apr 2026

  • Auftragsänderung für die Beschaffung von zusätzlichen Lizenzen

    Winner: IP SYSCON GmbH · 1 bid

    value left out (implausible in the notice)

    29 Oct 2025

  • Auftragsänderung für die Beschaffung von zusätzlichen Lizenzen

    Winner: IP SYSCON GmbH · 1 bid

    value not disclosed

    29 Oct 2025

  • Beschaffung von Microsoft-Software-Lizenzen durch den Beitritt zum Rahmenvertrag zwischen FWU und Microsoft oder anderen Lizenzprogrammen

    Winner: Co.Tec GmbH

    value left out (implausible in the notice)

    23 Sept 2025

  • HGW25002 Kauf einer CAFM- Software

    Winner: Loy & Hutz Solutions GmbH

    value left out (implausible in the notice)

    15 Jul 2025

How to submit an offer

Offers are submitted only on the buyer's platform, before the deadline for offers.

yes
Electronic submission
no
Electronic auction

Questions & answers

What is the deadline for offers in "BD26006 Duty scheduling software for the Karlsruhe fire department"?

Offers are due by 24 Nov 2026, 11:00 CET.

What is the estimated value?

The buyer did not publish an estimated value in the notice.

Who is the buyer?

Stadt Karlsruhe Hauptamt (Karlsruhe, Germany).

Where and how do I submit an offer?

Offers are submitted electronically on www.subreport.de.

How are offers scored?

Price 50%, Criteria catalog 40%, Presentation 10%.

Which procedure is used?

Open procedure.

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Source: Tenders Electronic Daily (TED), Official Journal of the EU. SalesDots is not the contracting authority; offers are submitted only through the buyer's platform. Data from the official notice, refreshed 7 Nov 2026, 13:06 CET.