Procurement of a Document Management System (DMS)

In order to demonstrate technical and professional capacity, the tenderer shall provide at least three references of essential services provided or to be provided in the last three years or less (from the closing date for the submission of tenders). The references shall be comparable in nature, content, scope and complexity to the subject of the tendered service.

The subject of the call is the introduction and operation of a cloud-based document management system (DMS) with electronic file management for a public administration. In particular, projects for the introduction or operation of a DMS or an e-file solution for public authorities, municipalities or comparable public or private institutions with at least 150 users, provided that SaaS/cloud deployment, data migration and training were part of the service. At least three references shall meet these requirements.

The customer reserves the right to check the references with the respective contractual partner/contact person; Incomplete or incomprehensible information may be disregarded in the context of the aptitude test. In the case of references from a grouping of tenderers, only the part of the service provided by the tenderer itself shall be indicated. If the tenderer was the sole contractor, the appropriate marking shall be sufficient.

The bidder shall demonstrate the existence of one or more liability insurances covering all risks that may arise in connection with the provision of the contractual services (provision, implementation, operation and maintenance of a cloud-based document management system) and that are maintained throughout the term of the contract. The insurance(s) must have the following minimum amounts of cover, which are insurable by tariff in Germany:

• Personal injury: at least 500,000 EUR per claim
• Property damage: at least 1 million. EUR per claim
• Property damage: at least EUR 1,000,000 (including damage caused by data loss, incorrect system configuration, breach of data protection regulations and interruption of operations due to an IT security incident) per claim The sum of cover shall be maximised to twice the amounts mentioned per insurance year.Alternatively, the tenderer may make a binding declaration that he will take out one or more such assurances at the latest at the time the contract is awarded. If the insurance proof or the declaration is missing, the offer is excluded. If necessary, provide appropriate evidence. The evidence must not be older than six months. Confirmations in a language other than German must be submitted in a translation. The applicant guarantees the correctness of the translation.

The tenderer shall provide a description of the technical equipment available for the provision of services (data centre infrastructure). A valid BSI-C5 certificate, ISO/IEC 27001 certification or equivalent shall be submitted to demonstrate the information security of data centre operations.

This declaration shall be made by individual tenderers, all members of a group of tenderers and all subcontractors. The tenderer shall indicate whether there is an entry in a professional and commercial register or whether he is not obliged to register but is otherwise able to prove that the profession is permitted. If the offer is shortlisted, must be submitted for confirmation on separate request: business registration, professional/commercial registration extract, registration in the crafts role or at the Chamber of Commerce and Industry or other other proof.