The subject matter of the contract to be awarded is the procurement of software licenses for an ECM system, services for the introduction as well as troubleshooting, operation, support and training.
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The client is Kultur Ruhr GmbH, an event company with the shareholders of the state of North Rhine-Westphalia and the Regionalverband Ruhr. Kultur Ruhr GmbH was founded in 2001 and today employs around 80 people. The Ruhr Culture is characterised by the production and mediation of contemporary and interdisciplinary art in the Ruhr cultural metropolis.
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As a result of the corona pandemic, it was determined that the current level of digitization does not meet the actual need. For these reasons, Kultur Ruhr has initiated an extensive digitization project with the aim of increasing the degree of digitization and making the entire organization fit for the future. Main focal points of the transformation process: digitization of processes (administrative processes), (digital) communication, digital (social) competence, mobile/flexible working and products of Kultur Ruhr.
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Kultur Ruhr uses DATEV for the invoice run and plans to continue using it in the future. Accordingly, DATEV is to be integrated into the ECM solution to be procured and made usable. DATEV offers certified interfaces for a number of software solutions. DATEV also offers software manufacturers a professional cooperation, which concludes with certification by DATEV.
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The aim of the introduction of an ECM solution is to enable the employees of Kultur Ruhr GmbH to digitally process defined business processes throughout. The following processes are to be implemented for this purpose:
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• Digital inbox,
• Dokumentenablage,
• legally compliant archiving for invoices,
• Invoice run incl. invoice approval process,
• Follow-up of invoice settlement,
• Vertragsanbahnung,
• Vertragsverwaltung,
• Vertragspflege,
• Vertragscontrolling,
• awards,
•Personal file
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The implementation will take place in three phases (four to six months each). The application is iteratively optimized by feedback from Kultur Ruhr employees. After completion of the third phase, the project will be put into regular operation. Then the contractor is responsible for the operation and troubleshooting of the solution. All phases are supported by support and training.
Before the introductory phases, a preparatory phase is planned, in which workshops to sharpen the requirements and the introduction of the system are to be designed and planned in coordination with Kultur Ruhr.
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The award procedure is expected to end at the beginning of April 2023. The provision of services is to begin immediately afterwards.
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The total maximum value of the order, which is designed as a framework agreement with individual call-offs, amounts to EUR 450,000.00 (net). A maximum of 200 licenses are required at the same time. This setting of a maximum value takes place against the background of the case law of the CJEU of 17 June 2021, Case C-23/20, according to which contracting authorities are obliged to indicate the maximum value of the services to be provided under a framework agreement. In this sense, the maximum value stated here is to be understood as deviating from the estimated value in order to secure the customer quantitatively even in the event of currently unforeseeable performance peaks, without a purchase obligation resulting from the maximum values stated here. The estimation of the contract value is also based on the upper range of the marketable pricing according to the experience of the contracting authority, pursuing precisely this hedging objective of covering even unpredictably large needs of the contracting authority relating to the services subject to the award within the term.
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