Document management system (DMS)

The IHK Gesellschaft für Digitalisierung mbH (IHK GDi), based in Dortmund, is the joint technology and competence center for service-oriented business applications of industry and chambers of commerce (IHKs) as well as the German Industry and Chamber of Commerce (DIHK) in Germany.

For more than 40 years, the IHK GDi has been providing comprehensive services in the areas of IT operation, application development, business process solutions and digital services for the organization of industry and chambers of commerce.The client of this award procedure is the IHK Gesellschaft für Digitalisierung mbH (IHK GDi). The IHK GDi carries out the award procedure on its own behalf and under its own responsibility and concludes the framework contract as a central contractual partner.

Currently, around 26 IHKs purchase the document management system "Helic" from the provider IQVIA. According to the provider, this performance range will be removed from the service portfolio and the product "Helic" will be discontinued at the end of 2027. There is therefore an urgent need for a successor solution. The DMS change of up to 26 IHKs is planned until 31.12.2027. For the last IHKs to be migrated, the technical productive import of the documents must be demonstrably started by the end of this day.

Already started runs can then be completed. Until then, the new DMS must be deployed, configured and operational, authorizations and interfaces set up and tested, and test migration and productive release successfully completed. The exemption does not apply to pending preparations or later commenced productive imports. The remaining scope and completion date must be agreed bindingly with the contractor and the respective IHK. Indexing, testing, stabilisation and acceptance shall follow immediately.

The import start alone does not constitute a migration end. The 26 IHKs listed in the annex and highlighted in color want to switch to a new DMS in 2027 on the basis of the framework contract tendered by the IHK-GDi. As a planning benchmark, a maximum of 26 IHKs of different sizes is assumed in 2027.

The actual participating IHKs as well as the stocks and data volumes to be transferred per IHK, the required functions and the interfaces to be integrated are coordinated between the contractor and the relevant IHK before the start of the respective migration. The client assumes significantly more IHKs who will use this framework contract. A binding commitment about the participating IHKS can not be given by the customer for organisational reasons.

The provision of services shall begin with the award of the contract. First, the participating IHKs must be migrated to the new DMS within the specified timeframe and in compliance with the specified requirements. As part of the initial migration, all files and documents are imported into the DMS by the customer's users themselves after the contractor has established the operational readiness. The DMS must be suitable for cloud operation and enable full deployment as a Software-as-a-Service (SaaS).

The operation must take place in an ISO?27001-certified environment (or equivalent) within the Federal Republic of Germany. In particular, requirements for data protection, data security, availability and the scalability of the system must be met. It must be ensured that all administrative and professional functions are also fully available in cloud operation.

The Contractor must ensure that the offered DMS can be operated at the request of the Client in addition to operation as a software-as-a-service (SaaS) in a cloud infrastructure also in at least one other form of operation and supported by the Contractor, in particular in an on-premise operation or in an infrastructure operated by the Client or a third party. The support shall include at least the provision of the software as well as technical and organisational support for the installation, commissioning, maintenance and operation of the system in the relevant operation…