Level 1: Procurement procedure Museum Management System of the Bavarian State Museum Agency

On predefined forms at least. three references , which are comparable to the service to be awarded according to the type of task as well as the scope and complexity. A reference project is comparable to the contract subject-matter advertised if the reference contract included the provision and implementation of a museum management system or a comparable software solution for collection management for objects of artistic value and in the context of which a migration from an existing system was carried out. If comparability does not already result from the designation of the contracting entity and the contract, this must be explained under “Information on comparability”. For further references, the template can be copied electronically and inserted as supplementary pages into the WORD document (please enter numbering accordingly). Projects which have provided key persons in a senior position in a previous job may also be considered. By specifying the references, the candidate agrees with a request from the contracting entity to the respective reference contractors without his separate prior consent. The references must be in the last five years, i.e. going back to 1. January 2021, have been completed. The installation of the museum management system must have been successful for at least six months, i.e. without significant complaints. the benefit must have been accepted in full or at least in substantial parts; a reference is deemed to have been completed in substantial parts if the implemented museum management system has been successfully in use for at least six months. Maintenance of the system must have been provided during the same period without significant complaints. At least one of the references must include a successful migration from an inventory system to the offered solution. At least one of the references must include a successful implementation of a project for object management in the museum environment with the functionalities of collection management, media linking, rental traffic, exhibition management, restoration documentation, provenance/object history and standard data management. At least one of the references must be the one in point. VI include designated project managers who have successfully implemented the offered solution with a number of users of at least 100. At least one of the references must count at least 10 clients in GLAM institutions (Galleries, Libraries, Archives, Museums) that the applicant has looked after in the last five years. In addition, indicate at least one reference that has been used since at least 1. January 2024, demonstrates a market presence in the field of IT services, as well as experience in the field of museum management.

Total turnover for the last three financial years 2023-2025 (net, excluding VAT, applicants only, not group/affiliated companies) and information on the length of the financial year (if different from the calendar year) for which the above information was provided and on the commencement of business (on commencement of business after 2023); an obligation to provide, at the request of the contracting authority/entity, without undue delay balance sheets/excerpts for the last two financial years, if their publication is required by the company law of the country in which the applicant is established.

Turnover for the last three financial years 2023 - 2025 with comparable orders, i.e. provision, implementation and operation of a museum management system (net, excluding VAT, only applicants, not group/affiliated companies) and information on the duration of the respective financial year (if not identical to the calendar year) for which the above information was provided, as well as on the commencement of business (on commencement of business after 2023); Obligation to provide immediately, at the request of the contracting authority/entity, balance sheets/extracts for the last two financial years, if required by the company law of the country where the applicant is established.

Indication of the total number of employees and the number of employees involved in comparable contracts, i.e. the provision, implementation and operation of a museum management system, in the last three financial years 2023-2025.

Applicant or any member of the applicant group declares that he/she is not required or registered in a professional or commercial register, indicate the number/register.

Declaration of a valid liability insurance, according to which the applicant or all members of the applicant community as well as UNA is/are insured for pecuniary damage, personal and property damage in an appropriate amount – but at least in the amount of EUR 2,000,000 each for property and personal damage and EUR 1,500,000 for pecuniary damage, at least twice maximized in the event of insurance – OR hereby guarantees that he/she will/will make a corresponding increase in the said liability sums or the conclusion of a corresponding insurance in the case of commissioning.

Identify the VAT number of the applicant or member of the applicant community.

Declaration on subcontractors (UAN)/other third parties u Submission according to declaration u if applicable. evidence that applicants declare that they rely on third-party knowledge, skills, resources or other means in order to qualify for this project. At the request of the contracting authority, the candidate shall, without undue delay, provide the names/addresses of the undertakings whose capabilities he/she makes use of in the case of a contract, with the undertaking(s) for which he/she has the necessary resources of those undertakings on the submission of the third party’s declaration of commitments, (u) for undertakings which are to provide essential parts of the service according to their size (u/o) their importance, and, in accordance with declaration (u), on request, evidence of suitability as required in the procurement documents and references of the undertaking(s) for which candidates invoke the suitability of another undertaking. This requires a description of the partial service and name u address of the third party u type u way of integrating the third party (e.g. UAN).

Indication of Article 5k para. 1 of Regulation (EU) No 833/2014 as amended by Art. 1 point. 23 of Council Regulation (EU) 2022/576 of 8 April 2022; an indication that there is no conflict of interest; Information on confidentiality. Scientology Declaration of Protection.

Presentation of the profile of the responsible contact person (project manager) intended for the contract with information on qualifications, experience and current CV. The Project Manager named by the applicant shall have at least three years of relevant professional experience, in particular in the introduction and migration of databases or Information systems in the GLAM/museum environment, including the solution of migration-related problem cases, as well as the command of the German language at level B2 or C 1. Submission of the profile of the authorised representative for the contract with information on qualifications, experience and current CV. The name of the person appointed by the applicant shall have at least three years of relevant professional experience, in particular in the introduction and migration of databases or databases. Information systems in the GLAM/museum environment, including the solution of migration-related problem cases, as well as the command of the German language at level B2 or C 1.

The following criteria shall be used exclusively for selection among the candidates identified as suitable. The scores of the up to five references with the highest scores per applicant/applicant community are added together to give an overall score for the applicant/applicant community. Therefore, a maximum of five references are taken into account. For less than five completed references, only the submitted references shall be taken into account. Incorrect information about a reference project can lead to the exclusion of the applicant from the procedure. A correction of the information of the applicant(s) by the client is possible after clarification, but the client is not obliged to clarification or provide an opportunity for subsequent submission. Reference provider is a contracting authority: 1 point 2. The subject of the reference is the provision and implementation of a museum management system or a comparable software solution for collection management in a GLAM (Galleries, Libraries, Archives, Museums) institution: 1 point 3. Successful implementation of the offered solution with a number of users of at least 100 registered users: 1 point 4. The reference includes a project for object management in the museum environment with the functionalities of collection management, media linking, rental traffic, exhibition management, restoration documentation, provenance/object history and standard data management: 3 points 5. The reference includes a successful data transfer (migration) from the MuseumPlus system to the offered solution: 2 points 6. The reference includes a successful data transfer (migration) from the BeeCollect system to the offered solution: 2 points 7. The reference includes a successful data transfer (migration) from the ArchaeoBook system to the offered solution: 2 points 8. The reference includes a successful data transfer (migration) from the APS system to the offered solution: 2 points 9. The reference includes a successful data transfer (migration) from the Filemaker system to the offered solution: 2 points 10. The reference includes a successful data transfer (migration) from the online collection system to the offered solution: 2 points 11. The reference includes a successful data transfer (migration) from the Axiell system to the offered solution: 2 points 12. The reference includes a successful data transfer (migration) from the CollectiveAccess system to the offered solution: 2 points 13. The reference includes a successful data transfer (migration) from another third-party system to the offered solution: 1 point 14. The provision and implementation has been made at a location within the European Union, the European Economic Area, Switzerland or the United Kingdom: 1 point 15. The implemented museum management system has been operated successfully for at least six months and without significant complaints: 1 point 16. Maintenance of the system has been provided for at least six months without significant complaints: 1 point 17: Number of references for the provision and implementation of a museum management system or equivalent software solution meeting the minimum requirements: - 3 references: 3 points - 4 references: 4 points - 5 references: 5 points 18. Number of references for successful migrations from stock systems meeting the minimum requirements: - 3 references: 3 points - 4 references: 4 points - 5 references: 5 points