ekom21 - Kommunales Gebietsrechenzentrum Hessen (hereinafter: ekom21) is a corporation under public law according to the Hessian Data Processing Network Act (DV-VerbundG). It is the central IT service provider for the Hessian municipalities and their institutions. From its locations in Giessen, Darmstadt and Kassel, it provides its end customers with modern information and communication services (ICT) of all kinds. The approximately 500 members in Hesse and other customers nationwide include about 29,000 end users from local governments and other public institutions, such as districts, cities, municipalities, municipal enterprises, special-purpose associations, institutions, hospitals and homes. In the state sector, ekom21 looks after numerous regional associations, ministries and regional councils. In total, ekom21 provides services for six million citizens.
The range of tasks at ekom21 is constantly growing and changing, which is accompanied by a steady increase in the number of employees and a constant change in the competence requirements for employees. With currently around 750 employees, ekom21 - Kommunales Gebietsrechenzentrum Hessen (ekom21) is the central IT service provider for the Hessian administrations and their partners for comprehensive administrative digitization. With their product portfolio and services, the specialist departments of ekom21 support administrations in efficiently fulfilling their tasks and thus comprehensively consolidate administrative digitization.
The specialist departments of ekom21 (also referred to as "client" in the contract and procurement documents) are supported in their activities by the Central Services Division (UB1). UB1 contains higher-level support processes, tasks and activities of ekom21. This ensures that the specialist departments can concentrate on core tasks on the one hand and receive sustained support in their further development on the other. Based on this, UB1 sees itself as a modern and efficient internal service provider with high service and competence standards. 80 full-time and part-time employees are currently working towards this overarching goal.
In connection with the planning, implementation and support of tasks and projects located in UB1, there has been an increased need for support from external service providers for both current and future tasks and projects. Against this background, ekom21 would like to procure various support services on the market on a framework contract basis.
In the following, persons of male, female and diverse gender are always equally meant; for reasons of easier readability, only the masculine form is regularly used in this procurement.
The required support services consist of different subject-specific requirements, operational or advisory, as well as different qualification levels of the persons to be deployed ("support staff" or "support staff") and essentially concern the following fields of activity and qualification levels (performance category):
•Lot 1- Organizational and Change Management
•Lot 2 - eFile introduction ekom21 2023
•Lot 3 - Consulting services ekom21 Internal
•Lot 4 - Consulting services for Stage II as part of the SAP S/4 HANA migration
•Lot 5: Development of competence - Center Organization and Process Management 2023
•Lot 6: Cultural Change - New Work Consulting
•Lot 7: Personnel Development Consulting
•Lot 8: New working environments
Organizational and Change Management Consulting•Lot 1 - Organizational and Change Management: Conception and implementation of measures for process collection, documentation, analysis and derivation of optimization potentials; Implementation of organizational studies with the aim of optimizing the process and organizational structure and implementing accompanying change measures
For the standard period of time of the framework agreement (see Section II.2.7) of the contract notice), the contracting authority estimates a purchase quantity of approximately 345 man-days. The estimated total value is based on the experience of recent years, including estimated additional requirements.
More details can be found in the tender documents.
eFile Introduction ekom21 2023•Lot 2 - eFile Introduction ekom21 2023: Advice and support for the eFile Introduction in ekom21, organizational advice regarding file plan and digital file management, technically experienced infrastructural interface consulting, regular participation in various status meetings, a total of 3-5 hours/week including elaboration of documentation and concepts.
The contracting authority estimates a purchase quantity of approximately 320 man-days over the standard period of time of the framework agreement (see Section II.2.7) of the contract notice. The estimated total value is based on the experience of recent years, including estimated additional requirements.
More details can be found in the tender documents.
Consulting Services ekom21 Internal•Lot 3 - Consulting services ekom21 Internal: Procurement of consulting services for the ongoing operation of the KGRZ.
The contracting authority estimates a purchase quantity of approximately 750 man-days over the standard period of time of the framework agreement (see Section II.2.7) of the contract notice. The estimated total value is based on the experience of recent years, including estimated additional requirements.
More details can be found in the tender documents.
Consulting services for Stage II in the context of SAP S/4 HANA migration•Lot 4 - Consulting services for Stage II in the context of SAP S/4 HANA migration: Consulting for the expansion of existing possibilities in SAP S/4HANA, Consulting for the improvement of already established issues, Consulting for the introduction of new functionalities that must first be procured.
For the standard period of time of the framework agreement (see section II.2.7) of the contract notice), the contracting authority estimates a purchase quantity of approximately 5700 man-days. The estimated total value is based on the experience of recent years, including estimated additional requirements.
More details can be found in the tender documents.
Establishment of the Competence Center Organization and Process Management 2023•Lot 5: Development of competence - Center Organization and Process Management 2023: Development and alignment of the team organization/PZM (service catalog, methods and procedures, role in the company and in the context of process and quality management as well as organizational consulting and organizational development) to the competence center "Organization and Process Management". Support in the (technical) implementation and empowerment of users to use (the employees in FB16 and possibly others) of the existing software components ibo Prometheus and Aufbaumanager, taking into account relevant interfaces to other systems (ideally parallel or as part of a pilot project - practical relevance "learning by doing", "train the trainer".
The contracting authority estimates a purchase quantity of approximately 100 man-days over the standard period of time of the framework agreement (see Section II.2.7) of the contract notice. The estimated total value is based on the experience of recent years, including estimated additional requirements.
Cultural Change - New Work Consulting•Lot 6: Cultural Change - New Work Consulting: Consulting services on cultural change, implementation of participation formats (on concrete upcoming change topics) and implementation of surveys/pulse check
For the standard period of time of the framework agreement (see Section II.2.7) of the contract notice), the contracting authority estimates a purchase quantity of approximately 170 man-days. The estimated total value is based on the experience of recent years, including estimated additional requirements.
Personnel Development Consulting•Lot 7: Personnel development Consulting: Consulting services Optimization of one's own team Personnel development towards a "strategic personnel development" recognized in the company as well as consulting and support services in the development of competence profiles, leadership principles, management formats and further training as well as for the redesign of the already established employee appraisal.
The contracting authority estimates a purchase quantity of approximately 135 person-days over the standard period of time of the framework agreement (see Section II.2.7) of the contract notice. The estimated total value is based on the experience of recent years, including estimated additional requirements.
More details can be found in the tender documents.
New working environments•Lot 8: New working environments: As part of a project to return from the pandemic, a concept for the introduction of a free-seating model and the use of job booking software was developed and a new allocation of space in the existing buildings was planned. Support services are required to implement the concept. For two new areas (a 600 m²) at the Kassel and Fulda sites, pilot areas were designed for testing and an evaluation concept was developed as part of a project. These areas will be completed in the second half of the year and tested by the end of 2023. The results are then to be evaluated and transferred to the existing areas. This requires extensive structural, technical, organizational and material equipment measures. Change and communication measures are required for the rollout.
The contracting authority estimates a purchase quantity of approximately 230 man-days over the standard period of time of the framework agreement (see Section II.2.7) of the contract notice. The estimated total value is based on the experience of recent years, including estimated additional requirements.
More details can be found in the tender documents.